23497 - NIO Band D Executive Support Officer

DEPARTMENT:

NORTHERN IRELAND OFFICE

POST VACANT:

Band D Executive Support Officer

LOCATION:

London, 1 Horse Guards Road or Belfast, Stormont House, Stormont Estate

DURATION:

2 Year Fixed Term Contract

APPLICATIONS INVITED FROM:

This post is advertised to the external market and existing Civil Servants

GUARANTEED INTERVIEW SCHEME:

The Northern Ireland Office operates the Guaranteed Interview Scheme, details of which are attached to the application form for this post.

PLEASE NOTE:

All candidates are expected to demonstrate how they meet the essential and desirable criteria in the additional information section, as well as each competence. Further appointments may be made from this competition should NIO positions become vacant which have similar duties and responsibilities. Please complete your application form as requested via the recruitment portal, but do not submit a CV.

CLOSING DATE:

Tuesday 15 January 2019

BACKGROUND:

This post offers an opportunity to work at the centre of the Northern Ireland Office, and become a part of the Private Office Group.

The NIO private office group is led by the Principal Private Secretary to the Secretary of State and provides support to each of the NIO’s Ministers, the Permanent Secretary and the Senior Leadership Team.  The private office team is a friendly and flexible unit, with the post holder expected to provide support across the team as required. The post-holder will need to be a proactive self-starter; and effective communicator who can make linkages across the whole of the department. 

The Department

We are a small and friendly department of approximately 160 staff. Due to our size we are able to offer staff more exposure to ministers and the opportunity to work on a far wider portfolio of responsibilities than might be the case in a larger department. This creates an interesting, though often challenging, work environment.

The Northern Ireland Office strives to be an inclusive employer and is recognised by its staff and externally as being an employer where Diversity and Inclusion are valued.

We were accredited as a Disability Confident Leader in autumn 2017.

In March 2018 we won the award for Best Employer for Diversity & Equality in Northern Ireland (small employer category) in a Gala Award ceremony hosted by Legal-Island, a multi-award winning workplace compliance company based in Northern Ireland.

We have an active D&I network supporting colleagues through D&I Advocates.

We want all our people to feel valued for who they are and we are confident that you will find the NIO a warm, welcoming and inclusive place to work.

DUTIES AND RESPONSIBILITIES:

The purpose of the Executive Support Officer role is to provide a strong support function to members of the Senior Leadership team, and wider support as necessary to the Permanent Secretary and Private Office Group. This includes strong inbox and diary management, scheduling meetings, telephone calls and administrative support.

Key Responsibilities

• Use own initiative to actively manage the diary including scheduling internal and external meetings, visits, attendance at events and managing time effectively;
• Make decisions/recommendations on cost effective travel and accommodation arrangements as required;
• Deal with phone and email enquiries on behalf of the Executive Support Team, both internal and external, and directing as appropriate;
• Effective maintenance of the internal electronic filing system; and general  information management in the office.

ESSENTIAL CRITERIA:                                                       

The post-holder will be able to demonstrate experience of:

• Managing competing priorities
• Engaging with a range of internal and external stakeholders,
• Excellent oral and written communication skills and strong planning and organisational skills.

DESIRABLE CRITERIA:

Experience in private office type environment(s) would be welcome, or otherwise a demonstrated ability to show resilience in a fast-moving office environment.

COMPETENCIES:

The personal competencies required are consistent with the competency framework for the Band D. For this post the candidate will be expected to demonstrate some or all of the following key competencies:

• Delivering at Pace
• Collaborating and Partnering
• Making Effective Decisions
• Managing a Quality Service

For the essential and desirable criteria, please use the ‘Additional Experience and Skills’ section of the online application form to set out your evidence of meeting this requirement. Do not use this space to duplicate the evidence of how you meet the competences, as this information should be provided at the ‘Competence Questions’ section of the online application form.

SECURITY CLEARANCE:

Security clearance to SC level will be required for this post. Candidates must either hold SC level or be willing to acquire it.                                                            

ELIGIBILITY SIFT:

An eligibility sift will be carried out on the basis of the information contained in the application form. It is therefore important that all applicants demonstrate in their application how and to what extent their competences are relevant to the above criteria. Those candidates who do not clearly demonstrate that they meet the experience and competences will not be invited to interview.                                           

PAY AND ALLOWANCES:

The successful candidate will adopt the terms and conditions of the NIO for the length of their appointment.

Neither Detached Duty terms nor relocation costs will apply to this post.

OTHER BENEFITS:

The NIO offers a pleasant, modern work environment which allows consideration of a range of flexible working arrangements which support a good work/ life balance. These include flexible/ alternative working patterns, part-time and job-share options.

Benefits include:

• interest-free season ticket and bicycle loans
• Reward & Recognition scheme

FURTHER INFORMATION:

Further information about the post may be obtained from Holly Clark on holly.clark@nio.gov.uk or Una Dumigan, on telephone number 0207 210 0206 or e-mail to una.dumigan@nio.gov.uk

APPLICATIONS:

You can apply for this post through the Civil Service website at: civilservice.gov.uk. Once logged onto the site go to the civil service jobs page and then search for jobs in the Northern Ireland Office where the application form can be found.

Additional information received after the closing date will not be considered. Failure to provide sufficient information in support of an application prior to the closing date will not be considered as grounds for an appeal if an applicant is not short listed for interview.

Applicants who, because of disability, need assistance in completing the application form should contact MoJ Shared Services on 0845 010 3512.

All applications for employment are considered strictly on the basis of merit.

This job description should not be taken as constituting conditions of employment.

Please note that due to the high interest in NIO vacancies, feedback cannot be given if you are unsuccessful at sift stage.

Feedback is available on request if unsuccessful following interview.

Further information on civil service careers can be found at  www.civil-service-careers.gov.uk

Closing Date: 15th January 2019 at 23.55 hours

If you require any assistance please call 0845 241 5359 (Monday to Friday 8am - 6pm) or e mail Moj-recruitment-vetting-enquiries@sscl.gse.gov.uk Please quote the job reference.