Isle of Man Government. General Registry. Courts Division. Personal Assistant to the First Deemster GR

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1 Isle of Man Government General Registry Courts Division Personal Assistant to the First Deemster GR The Role This role is in the Isle of Man Civil Service on the staff of the General Registry, Courts Division. A job description and person specification for the role is attached at Annex A to these notes. Potential applicants are encouraged to find out more by contacting Stephen Robertson (686465). The closing date for applications is 5pm on Thursday 23 January ntry Requirements To qualify for this role a candidate must, at the time of application: 5 GCS s at Grade C or above (including nglish Language) or equivalent; Hold an acceptable external qualification in text processing and audio transcription (e.g. OCR Text Production (Advanced) distinction and OCR Audio transcription (Advanced) distinction or RSA III Text Processing Part 1 with distinction and RSA III Audio transcription Part 2 with distinction; or pass the Civil Service Typewriting Grading Test and Audio Grading Test. At least 2 years experience of duties in the Secretary/Senior Secretary grade description (relevant experience outside of the Civil Service can be accepted); An applicant s Curriculum Vitae must set out how they meet the essential entry requirements of this role. The successful applicant will be required to provide original certificates or an original letter from the Awarding Body to confirm that the qualifications have been achieved. Appointment to this role cannot be made unless this formal verification has been received. The successful candidate will be required to complete a pre-employment health screening questionnaire in respect of their fitness for appointment. A satisfactory medical report is required for appointment to this role. A police check will also be required for this post and a charge of for this may be payable. Potential employees are required to provide evidence of entitlement to work in the UK which in most cases will be in the form of a valid passport. An offer of employment will be conditional on you providing documents to confirm this. Failure to present the above evidence will entitle us to withdraw any offer of employment. Should you have any difficulties in producing such documents, please contact the Office of Human Resources on who will be happy to discuss suitable alternatives.

2 ntry tests for the Administrative/xecutive Officer Grades Candidates who do not hold the required 5 GCS s at grade C or above, or equivalent, including nglish Language may still qualify for the role should they have passed the Civil Service Administrative/xecutive Officer ntry Test. Candidates must have already taken and received the results of the test by the Thursday 23 January 2014, to qualify for this post. Applicants who are unable to meet the criteria by this date cannot be considered for the post. Further details of the test can be found on our website, or by contacting the Isle of Man College on Tel or mail@iomcollege.ac.im. ntry Tests for the Secretarial Class Typewriting Grading ntry Test Candidates who do not hold an acceptable external qualification may become qualified by passing the Civil Service Typewriting Test. The test will involve a manuscript typing accuracy test of 20 minutes duration with a minimum net speed of 30 wpm and a loss of not more than 6 marks. 15 minutes practice time is allowed before the test. Audio Grading Test Candidates who do not hold an acceptable external qualification may become qualified by passing the Civil Service Audio Grading Test. This will comprise of 3 minutes dictation at 120 wpm to be transcribed (word processed) in 20 minutes with a loss of not more than 5 marks. Candidates who wish to take the Civil Service Grading Tests in order to qualify for this post must have received the results of the test by the 23 January Applicants who are unable to meet the criteria by this date cannot be considered for the post. The Isle of Man College provides the administration and testing services for these secretarial grading tests. To arrange an appointment please contact Katherine Duffy or Julie Chesterton on or katherineduffy@iomc.ac.im and juliechesterson@iomc.ac.im Note: A number of external qualifications are accepted as being of an equivalent standard to the aforementioned tests. For further clarification regarding the equivalency of any typing qualifications please contact the Office of Human Resources on Selection Procedures All applications will be assessed and a shortlist will be selected for interview. Referees of those invited to attend an interview may be approached at this time providing that permission has been given on their Application Form. Where permission has not been given on the application form, a referee would not be approached at this stage.

3 It is anticipated that interviews will take place on or around Tuesday 11 February 2014 and that these will last about 40 minutes each. Candidates shortlisted for interview are encouraged to contact the manager identified above for an informal discussion about the duties and responsibilities of the role before the formal interview. Terms and Conditions of Appointment This appointment will be subject to the provisions of the Isle of Man Civil Service Regulations. Salary This role is graded Personal Secretary. The current salary range for this grade, based upon 37 hours per week, is as follows:- 26,722 27,829 28,943 30,084 The salary is based on Isle of Man Civil Service spine points 21 to 24. ntry to the pay range will recognise experience and ability. Hours of Work 37 hours spread over the normal working week of Monday to Friday. A scheme of Flexible Working Hours is available in most departments. Overtime will be paid for hours in excess of 37 hours in agreement with management. Annual Leave This role is in Annual Leave Band B. Leave Band Pay Span Completed Years Allowance Service (Working Days) A & B 1, 2, 3 and In addition there are a number of public and privilege holidays. A credit for previous relevant work experience may be granted for the purposes of determining the annual leave allowance on appointment. Sick Leave Civil servants may be allowed sick leave on full pay for not more than six months in all during any period of twelve months and thereafter sick leave on half pay, subject to a maximum of twelve months paid sick leave in any period of four years or less. Smoking Policy You will be expected to comply with the Isle of Man Government Smoking Policy, and for the policy within the building in which you are appointed, in accordance with the Public Health (Tobacco) Act 2006.

4 Retirement Age The normal age of retirement for a civil servant is 65 years. Pension Rights You will be offered a contributory pension scheme (the Isle of Man Government Unified Scheme 2011) and membership in the Standard Section is automatic from your first day of service/employment. xisting civil servants, who are already in the Unified Scheme, may be able to retain their current membership section and contribution rate. Further information, including individual factsheets for how the Unified Scheme works can be found on the Public Sector Pensions Authority (PSPA) website at Please take some time to review this information and should you have any questions please the PSPA directly at: pensions@pspa.im. Arrangements exist for the transfer of most pension rights. You may also choose to opt out of this Scheme. All enquiries in regards to this scheme should be addressed to the Public Sector Pensions Authority. (Telephone or pensions@pspa.im). Relocation Package A relocation package is not available. Closing Date Completed applications should be submitted to reach:- The Secretary Civil Service Commission Office of Human Resources 2 nd Floor, St Andrew s House Finch Road Douglas Isle of Man IM1 2PX by Thursday 23 January Applications received after 5pm this day will not be accepted. Please state clearly on the application form the role for which you are applying and quote the Reference Number marked at the head of this document. Note Canvassing of members of the Civil Service Commission or of the Department concerned either directly, or indirectly, in connection with any appointment under the Civil Service Act 1990 shall disqualify the candidate. This does not prevent an applicant from seeking more information on the role from officers of the Department or from using for reference purposes Members of the Legislature, other than those serving on the Civil Service Commission or the Department involved.

5 JOB DSCRIPTION Job Title: Grade: Department: Reports to: Responsible to: Personal Assistant to the First Deemster Personal Secretary General Registry, Courts Division Civil & Family Courts Business Manager His Honour The First Deemster, Chief Justice of the Isle of Man Job Purpose: To provide a full range of secretarial and administrative support primarily to the First Deemster and to other members of the Judiciary and to act as a pivotal liaison point in that regard for Courts Division alongside the First Deemster s Clerk. Main Activities 1. Providing an audio and copy typing service to the First Deemster to include the typing of judgments and court orders and the transcription of court proceedings before the Civil Division and the Staff of Government (Appeal) Division of the High Court. 2. Opening, prioritising and actioning, as required, incoming mail for the First Deemster and the Civil Team and distributing as appropriate. Drafting correspondence and acknowledgments on behalf of the First Deemster and his team. 3. Arranging and setting up meetings and appointments via a computerised parallel diary, liaising with relevant judicial members and associated personnel. Preparing agenda s, taking and circulating of minutes as and when required. 4. Arranging travel and accommodation for the First Deemster, including liaising with judicial members in respect of the Chief Justice meetings and other judicial conferences. Organise travel and accommodation for non-resident Panel Deemsters. 5. Maintaining a personal filing system on behalf of the First Deemster, including the handling of confidential, highly classified and personal papers, ensuring confidentiality at all times. 6. Screening all calls for the First Deemster and dealing with queries/requests where appropriate. 7. Being the first point of contact for visitors for the First Deemster. 8. Prioritising workload according to level of importance/urgency. 9. Providing an audio and copy typing service to the Second Deemster, other members of the Judiciary, the Chief Registrar & associated officers as and when required. 10. Actively contribute to general administration including the production of weekly court hearing schedules, preparation of Court Listings and production of Management Information.

6 11. Preparation of Judgments to go on the Judgments on-line website and distribution thereafter to parties and Judiciary. 12. Responsible for receiving and actioning applications for Temporary Advocates Licences in preparation for consideration by the First Deemster and to circulate relevant documentation to all relevant parties once considered. 13. Liaising with others to provide cover as appropriate in Courts Division during periods of leave, sickness etc. 14. Undertake any other duties as requested, consistent with the duties of the post and as determined by a Judicial Officer or the Chief Registrar. Knowledge and Skills required for the post Typing/word processing accuracy Good IT skills Ability to organise workload to ensure efficiency in Courts Division xcellent written and verbal communication skills Tact and confidence when dealing with people of all levels. Management skills/potential. Willingness to undertake further training as required by the demands of the post Confidentiality and Integrity All staff of the Courts and Tribunal Division must recognise that the everyday business of the Courts and Tribunals requires the highest level of personal integrity. ach officer has a personal responsibility to maintain the confidentiality of Court and Tribunal business and to uphold such confidences both in administering the business in office and outside the office. Working Relationships The postholder is expected to develop and maintain good working relationships with all members of the Judiciary and General Registry staff. Accuracy Given the significant importance of the legal papers and Judgments produced by the Judiciary the postholder is expected to consistently deliver accurate work to the highest of standards. The Isle of Man Civil Service Performance and Development Review Scheme Competency Framework levels for this post are: Leading and Working together Level B Actively supports/manages staff to deliver objectives; generates enthusiasm and commitment in others and demonstrates this in their own approach; works collaboratively with colleagues to deliver results; develops effective and productive working relationships with colleagues and with contacts in other Departments/externally. Manages disagreements with tact and diplomacy.

7 Communicating and Influencing Level B Communicates openly with colleagues; is confident speaking in a group or team situation and expresses views in a clear and succinct way. Influences and convinces others to accept or agree to ideas; takes active steps to build acceptance of proposals using knowledge of the organisation. Achieving Results Level B Prioritises own (and others ) work to achieve team goals; schedules activities and resources to deliver to agreed timescale; communicates openly about changes to plans; proposes appropriate solutions and considers consequences of different options; makes decisions in a timely manner and recommends/refers important decisions as necessary; strongly focused on achieving results; takes responsibility for the delivery of team objectives. Delivering a Quality Service Level B Treats customer service as top priority; makes suggestions for improving aspects of service provision; takes on board suggestions for improving the quality of their work and collaborates with others to deliver excellent service; monitors income, costs and value for money. Changing and Learning Level B Assists, coaches and advises colleagues to develop competence and confidence; actively looks for new, better ways of working; offers opinions in discussions which are not always the most obvious. Is versatile and adaptable, and prepared to change their views. Applies up-to-date specialist skills, knowledge and experience in their work. Showing Commitment and Resilience Level C Shows determination and drive to deliver and succeed; puts in extra effort to complete important tasks on time; shows stamina and can manage a diverse range of projects; calm and confident under pressure. The postholder will be expected to contribute to his/her annual performance development review and all interim performance reviews. This job description is subject to change in accordance with organisational and service developments and will be reviewed at regular intervals with the post holder. You may be expected to undertake any other duties appropriate to the grade and area of responsibility

8 Isle of Man Civil Service Person Specification Post: Department: Job Summary: Personal Assistant to the First Deemster General Registry, Courts Division To provide a full range of secretarial and administrative support primarily to the First Deemster and to other members of the Judiciary and to act as a pivotal liaison point in that regard for the Division alongside the First Deemster s Clerk. Attributes Qualifications 5 GCSs at Grade C or above including nglish Language (or equivalent) Hold an acceptable external qualification in text processing and audio transcription (e.g. OCR Text Production (Advanced) distinction and OCR Audio transcription (Advanced) distinction or RSA III Text Processing Part 1 with distinction and RSA III Audio transcription Part 2 with distinction; or pass the Civil Service Typewriting Grading Test and Audio Grading Test. xperience At least 2 years experience of duties in the Secretary/Senior Secretary grade description (relevant experience outside of the Civil Service can be accepted). Leading and working together as a team Working under minimal supervision Previous experience of legal procedures or processes Knowledge & Skills Strong interpersonal skills combined with a confident and approachable attitude xcellent written and oral communication skills vidence of working on own initiative, managing time, organising and prioritising own workload ssential or Desirable D Method of Assessment CV/Pre employment checks CV/Pre employment checks CV CV

9 Problem solving and decision making skills Ability to build and maintain effective working relationships xcellent working knowledge of MS packages including Word, xcel and outlook. Disposition Able to remain calm and work effectively under pressure, adapting to changing demands & circumstances Tact, diplomacy and confidentiality in dealing with people at all levels of the Organisation. Flexibility and adaptable approach to the role and responsibilities of the post Attention to detail and accuracy General interest in law/legal matters IOM Worker Circumstances/Interests Flexible approach to working hours including evenings and weekends as required Clear Police Check D D Interview Interview Application/CV Interview Application