CLERICAL OFFICER ADMINISTRATION DEPARTMENT, FIRE & RESCUE SERVICE HEADQUARTERS SENIOR CLERICAL OFFICER (ADMINISTRATION)

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1 ROLE: CLERICAL OFFICER GRADE: SCALE 3 LOCATION: RESPONSIBLE TO: ADMINISTRATION DEPARTMENT, FIRE & RESCUE SERVICE HEADQUARTERS SENIOR CLERICAL OFFICER (ADMINISTRATION)

2 JOB DESCRIPTION SECTION I MAIN PURPOSE OF JOB: Provision of administrative services, including: (i) (ii) (iii) (iv) (v) (vi) Travel; Advertising; Insurance; Inventories; Mail; and Relief Telephonist/Receptionist. SECTION 2 SUMMARY OF RESPONSIBILITIES & PERSONAL DUTIES: TRAVEL Booking travel arrangements for Service personnel and Board Members in accordance with NIFRS policy and appropriate subsistence levels. Use of Internet to source most economical routes, fares, accommodation and car hire and liaising with appointed Travel Agent to make bookings for same. Ensuring up-to-date information in respect of routes and services is available for all personnel. Collation of information and completion of monthly report of flights and accommodation for Director of Planning & Corporate Affairs. Organising transfers from Airports to required destinations by providing detailed itineraries, eg, rail, tube and coach timetables. Developing contacts and working relationships with hotel groups and negotiating accommodation rates and payment methods with same. Investigation of all requests for travel which contravene the NIFRS Travel Policy and obtaining written explanation of same from individuals. Querying with Travel Agent regarding outstanding issues, price discrepancies on invoices and outstanding tickets. Clerical Officer, Administration Dept Date of Issue: December 2013 Page 2 of 6

3 ADVERTISING Preparation of NIFRS advertisements: Tenders, Quotations, Public Notices and Recruitment. Liaising with Advertising Agency regarding the insertion of advertisements into local and national publications. Providing information and advice for Senior Officers. Checking invoices and raising appropriate paperwork to enable payment. INSURANCE Checking Tenderer s current position in respect of appropriate liability insurance with the NIFRS Insurance Broker and obtaining additional information as required. INVENTORIES Responsible for updating computerised inventory records in respect of all NIFRS premises and querying discrepancies with appropriate personnel. Recording return of appropriate documentation and pursuing outstanding returns. Assisting with annual inventory checks. Liaising with Auditors and appropriate personnel in respect of queries regarding discrepancies in completed documentation. MAIL Receipt and distribution of all incoming mail. Franking and completion of appropriate documentation in respect of outgoing mail. Monitoring of 2, postal account to ensure NIFRS has sufficient credit to meet requirements. Maintaining and recording of a daily credit/debit form. RECEPTIONIST/TELEPHONIST DUTIES Operation of Mitel 3300 and 5550 IP console with 20 outgoing and 20 incoming lines and 300 internal lines. Management and redirection of incoming calls. Clerical Officer, Administration Dept Date of Issue: December 2013 Page 3 of 6

4 Identifying nature of enquiry and providing advice to callers. First point of contact for visitors, issuing them with visitors passes and making them aware of the fire evacuation procedures and, in the event of a fire alarm sounding, ensuring that all necessary paperwork is passed to the Officer-in-Charge at the evacuation point. Issuing of Tender documents to suppliers and recording details on computer database. Issuing of job applications and associated information packs to applicants. Sorting and distribution of internal and external mail for all Departments and Area Commands. Operation of security doors at reception area. Operation of public address system. Maintaining and updating telephone directory for Fire & Rescue Service Headquarters. Liaising with Language Line Operator. Maintain a record of all scheduled meetings held in Fire & Rescue Service Headquarters by means of electronic computerised calendar. GENERAL Extraction of information for Principal Officers and others as required. Assisting with queries from Auditors. Ensuring all new Quotations and Tenders are diaried and all necessary documents are received from Purchasing prior to the closing date of same. Managing deeds of NIFRS premises and extraction of information for legal purposes. Ensuring completeness of documentation returned from Solicitors, etc. Participation in relevant training and attendance at seminars relevant to the duties performed. Training of new and existing staff in new procedures. The promotion and support of the principles and practices of all aspects of fairness at work in accordance with the Northern Ireland Fire and Rescue Service Equal Opportunities Policy. Clerical Officer, Administration Dept Date of Issue: December 2013 Page 4 of 6

5 Responsible for Health and Safety aspects as set out in the Northern Ireland Fire and Rescue Service Health and Safety Policy. Ensure compliance with any guidance issued under the Data Protection Act Such other duties as may be allocated and interchange of duties as required. APPLICANTS SHOULD NOTE: This job description is subject to review in light of ongoing change within NIFRS. It is therefore not intended to be an exhaustive description of the duties of the post. Other duties appropriate to the grade may be assigned to the postholder by the Senior Clerical Officer, Administration, to meet organisational need and the change agenda. Clerical Officer, Administration Dept Date of Issue: December 2013 Page 5 of 6

6 PERSON SPECIFICATION It is essential that in the application form that you clearly demonstrate how you meet the criteria specified below. Essential Criteria Applicants must have: A minimum of 5 GCSEs at A, B, or C grades (including English Language and Mathematics). Proficient in the use of Microsoft Word, Excel, PowerPoint and Outlook. Experience of creating/maintaining databases and recording systems. Experience of using a frontline busy external switchboard facility. Engaging with customers and will be customer focused. Good communication skills, both oral and written. Ability to work both in a team environment and on own initiative to prioritise work schedules. Desirable Criteria A minimum of 2 years experience working in an office environment using computerised systems. It is the applicant s responsibility to provide sufficient information for the application to be assessed. CANDIDATES WILL NOTE: Where a candidate is relying on qualifications that are not identical to but equivalent to those stipulated, it is their responsibility to provide evidence as to how their qualifications meet the required standard. Where mutual recognition is agreed between professional/educational bodies the candidate must obtain written confirmation to that effect from those bodies. If equivalence is not immediately clear to the Selecting Officers, no enquiries will be made by NIFRS and the candidate's application may not proceed as a result. Clerical Officer, Administration Dept Date of Issue: December 2013 Page 6 of 6