3638 - Administration Officer

Ministry of Justice; Belfast; On-site; GBP 60,000 - 80,000; Full time

Job description

BACKGROUND

The Parades Commission for Northern Ireland has a fixed-term vacancy for an Administrative Officer to perform a key role in managing notifications of public processions and associated protests. This role is instrumental in ensuring the efficient and effective discharge by the Commission of its statutory functions.

ABOUT THE ROLE:

The role is a critical one in the Secretariat of the Parades Commission and presents an excellent opportunity to develop a range of skills, including teamwork, IT and administrative support. The Parades Commission was established under the Public Processions (NI) Act 1998. The Duties and Functions of the Commission are:

1. To promote greater understanding by the general public of issues concerning public processions.
2. To promote and facilitate mediation as a means of resolving disputes concerning public processions.
3. To keep itself generally informed as to the conduct of public processions and protest meetings.
4. To keep under review, and make such recommendations as it thinks fit to the Secretary of State concerning the operation of the Act.

The Parades Commission is supported and advised by a small secretariat. The Administrative Officer is a key and valued member of this team.

DUTIES AND RESPONSIBILITIES:

1. To update the Parades Commission website with relevant parade notifications, ensuring that the information posted is accurate and up to date.
2. Engage with external stakeholders to identify and address issues of relevance and propose solutions.
3. Collaborating effectively with others, positively challenging and improving the way we do things.
4. Identify and propose solutions to issues related to the notification process.
5. To provide administrative support to caseworkers.
6. To assist with issuing Parades Commission determinations and other correspondence in line with office procedures.
7. To organise, prepare files and collate parade-related reports and maintain accurate records as required.
8. Reception duties during weekly Commission meetings as required.
9. General office duties and support services for the Commission as required – photocopying, filing, preparation of rooms for Commission meetings, etc.
10. Providing customer service via telephone or email to a range of internal and external stakeholders.
11. Assisting the processing of straightforward financial transactions.
12. To assist with the Office Manager duties and provide cover during absences.
13. Other ad hoc duties, as required.

ESSENTIAL CRITERIA:

1. Strong organisational and administrative support skills. You will play a meaningful and key role in supporting the team and the achievement of the Parades Commission’s objectives by managing information and ensuring that processes run smoothly. Your attention to detail and ability to prioritise will help maintain high standards of efficiency.
2. The ability to use online systems (full training will be provided on the Commission’s online notification system). You will have the opportunity to develop your digital skills, working with online platforms, including the Commission's notification system. Full training and support will be provided to ensure your confidence in using these tools effectively.
3. Interpersonal skills to deal with queries from members of the public both orally and in writing. Your professionalism will assist members of the public in understanding their rights and responsibilities when dealing with the Parades Commission.
4. Be able to work as a key member of a small secretariat team.

DESIRABLE CRITERIA:

1. Strong organisational and administrative support skills.
2. The ability to use online systems (full training will be provided on the Commission’s online notification system).
3. Interpersonal skills to deal with queries from members of the public both orally and in writing.
4. Be able to work as a key member of a small secretariat team.

SIFT STAGE:
We will assess you against the following Success Profiles behaviours for AO level during the application sift process:

1. Working Together

Please provide a 250-word answer to how you have demonstrated working together.

EXPERIENCE:
Please provide a work history and statement of suitability no longer than 500 words outlining how you meet the essential and desirable criteria. Both will be used in order to assess any demonstrable experience, career history and achievements that are relevant to the role.
Your statement of suitability needs to set out evidence of how your experience meets the requirements set out above. Your layout is entirely your preference; you may choose narrative, bullets, etc. One narrative example may cover the requirements needed. You don’t have to explain the whole process, just what you have done and the skills and experience you have used. Share with us what makes you suited to this role and why. What you can do, the skills you have that are transferable and the life experience or passion you have that are linked to this role.
If you don’t have work-based examples then give examples from school/college, clubs, volunteering or other activities you have been involved in.
You will also be asked to complete a work history with details of your previous skills and full employment history. Your work history will not be formally assessed so please put the main evidence of your skills into your personal statement. Your work history will be used to add context to your personal statement.
More information on behaviours and success profiles can be found here.