Job Description Job Title Committee Assistant Job Reference COC208 Department Committee Office Band C2

Transcription

1 Job Description Job Title Committee Assistant Job Reference COC208 Department Committee Office Band C2 Salary Range 23,229-27,113 per annum Term This is a permanent position Please ensure you complete all sections of our current application form (PDF) found at Scope of the Job Background Main Objective Key Internal & External Relationships The Committee Office provides support for most investigative select committees of the House of Lords, including the Select Committee on the European Union, the Select Committee on Science and Technology, the Economic Affairs Committee, the Constitution Committee, the Communications Committee and the Joint Committee on Human Rights. The Committee Office also supports ad hoc committees and pre-legislative scrutiny committees. Committees and sub-committees are supported by a small secretariat of a clerk and committee assistant, and in most cases a policy analyst. Each committee has a committee assistant, responsible to the clerk for all the secretarial and administrative services required to enable the committee to function. Members of the House of Lords and House of Commons and their staff Staff of both Houses Specialist Advisers Civil and public servants Witnesses and interest groups Third party contractors of services to committees General public Main Responsibilities Management Responsibility This post has no line management responsibility. 1. Management of arrangements for witnesses The post holder is responsible for administering the draft witness programme for the committee, advising the clerk on the ensuing implementation: Communicating with witnesses at all levels, often very senior levels, via letter, telephone and to arrange the programme schedule so as to make the most effective use of the committee s time. Undertaking biographical research in order to inform the Committee about the witness. Dealing with all the arrangements for witnesses' attendance, and occasional nonattendance, and ensuring the arrangements are implemented on the day the witness appears, including liaising with security for very senior witnesses.

2 2. Organisation of administrative arrangements for committee meetings The post holder is responsible for: Collating and recording all the written evidence received for the committee; Overseeing the circulation of papers to committee members; Booking transcribers and committee rooms; Preparing agendas for meetings; Preparing the first draft outline of minutes save for notes of deliberation; Managing the process of webcasting committee meetings, as required. Collecting the recording unit from HoL Support, downloading the recording in the appropriate place and returning the unit to HoL Support. 3. Management of the process for the publication of committee reports and evidence The post holder is responsible for managing the process of the publication of the committee's reports and minutes of evidence. The work includes: Assisting in advising witnesses on the admissibility of witnesses' corrections to transcripts of evidence; Preparing written evidence for publication on the website and managing any unpublished papers; Organising the correction of transcripts and any necessary proof-reading of associated written evidence in preparation for publication on the website and in hard copy; Producing final camera ready copies of reports using a specialist template; Liaising with the Chairman, clerk, Information Officer and TSO to assist in the decision on the publication date for the committee s report. 4. Responsibility for administrative arrangements for committee visits The post holder is responsible for organising visit schedules. The work includes: Arranging individual and group travel arrangements including arranging flights, transfers from airport to hotel, and ensuring that internal travel arrangements are in place, and booking hotels and restaurants at an appropriate level, and liaising with committee members to ensure that any particular needs are met; booking their tickets and reservations as needed. Liaising with Embassy Officials and the Foreign Office. Preparing itineraries and briefing materials for Committee Members. Managing unexpected changes in the itinerary when the clerk is travelling with the Committee. 5. Responsibility for maintaining the committee s web-pages and assisting in the management of public information The post holder is responsible for managing communication about the committee s work which includes: Reviewing and maintaining the content of the webpages. Ensuring that the pages properly record the dates of future meetings and that contact details are accurate.

3 Arranging for the prompt addition of uncorrected and corrected transcripts, together with any associated written evidence and managing the process of publishing oral and written evidence on the web. Updating regularly the Correspondence with Ministers page, if there is one. Ensuring up-to-date information about the committee is in the Weekly Bulletin. Dealing with enquiries from witnesses, government departments and outside organisations about the work of the committee and the scope of its investigations. Dealing with telephone and enquiries. 6. Responsibility for maintaining committee records in accordance with records management guidance The post holder is responsible for organising the management and archiving of committee papers in accordance with records management and disposal guidance from the Parliamentary Archives and the protective marking schemes for committee and other papers respectively. This includes: Processing and recording committee correspondence and the efficient organisation of the committee s papers; Organising correspondence with Ministers and uploading scrutiny documents onto a bespoke database (EU Committees); 7. Responsibility for various aspects of financial management including calculating costs of committee visits and the checking of invoices The post holder is responsible for: Calculating the cost of visits (UK and overseas) and securing financial authority in accordance with Committee Office guidance; Checking, processing, verifing and recording the related invoices and claims for expenses received from witnesses and Specialist Advisers. 8. Miscellaneous administrative and support work The responsibilities include: Providing high quality secretarial support for the clerk and occasional secretarial support for the Chairman; Assisting other committee assistants when necessary; Covering for other committee assistants during their absence; Assisting with the induction of new staff. Person Specification Qualifications Assessed A minimum of 5 GCSEs at Grades A to C, or equivalent Essential Clear and accurate oral, written, and online communications skills; and an efficient telephone manner. Q Assessed

4 Excellent organisational and planning skills. The ability to demonstrate prioritising and time management skills. Experience of using the intranet and internet to retrieve information. Experience of working effectively with others, including guiding and influencing them where appropriate. A high level of initiative and adaptability. The ability to represent the Committee Office to a wide range of people and organisations, and to deal tactfully and discreetly with sensitive issues. Ability to work effectively to deadlines, and reliability under pressure. Good typing skills. Detailed knowledge and understanding of using Microsoft Office, particularly Outlook. Assessment Method Code: A: Application Form T: Test if applicable I: Interview Q: Qualification proof / T / T / T Terms & Conditions Salary & Allowances Term Probation Pension The post is paid in accordance with House of Lords span C2-23,229-27,113 per annum. As with all staff of the House, pay increases are awarded through performance as assessed in annual staff reports. Salary is paid monthly by credit transfer. This is a permanent role. There is a probationary period of nine months. The post is pensionable under the House of Lords Staff Pension Scheme, which is the Principal Civil Service Pension Scheme applied by analogy. The scheme is a career average related earnings scheme which is funded by employee and employer contributions. Hours Benefits Conditioned hours are 41 per week gross. Interest-free season ticket loan; Childcare Vouchers; Eye Care Vouchers; reasonably priced In-House gym; access to Safety, Health & Wellbeing service. Annual Leave Annual leave entitlement is 30 days (increasing to 35 after one year s service) plus public and Bank Holidays. Holidays are taken during periods when the House is in recess and must always be agreed in advance with the line manager and Head of Office. Application & Selection Appointment depends on satisfactory references and health and security checks. Baseline Security Standard: The House of Lords (along with all government departments) has to comply with a Baseline

5 Security Standard. The standard requires that we ascertain the identity of an applicant, their right to work in the UK and their employment (or academic history) over the last three years. Also, applicants are required to give a reasonable account of any significant recent periods of time spent abroad (over six months). Applicants who have been unemployed or self-employed for over six months in the last three years (so the last three years employment/academic history cannot be verified by references) will be asked to provide some further documentation to prove their history. Equal Opportunities The House of Lords is committed to equal opportunities. Applications are welcome from all qualified individuals irrespective of gender, marital status, age, race, colour, disability, religious affiliation or sexual orientation. Return Applications Please Return Forms to Human Resources Office by Tuesday 17 April 2012 Human Resources Office, House of Lords, London SW1A 0PW If you wish to your application form, please send it to humanresourceshol@parliament.uk Please note we do not accept any hand delivered applications for security reasons. No agencies please.