JOB AND PERSON SPECIFICATION. Job Title: Division: Pay Point: Information Technology Section

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1 JOB AND PERSON SPECIFICATION Job Title: Division: Pay Point: Interim IT Assistant Corporate Services Division Information Technology Section N Reports to: IT Supervisor General information The Information Technology (IT) Section forms part of the Corporate Services Division (CSD) and serves as a focal point to establish technology standards of relevance to the Secretariat s local environment, while applying and supporting the use of computer technology to enhance staff productivity and improve the quality of the Secretariat s output. The Section contributes to the Secretariat s IT strategy and contributes to the proper selection of technologies by providing information on advanced and appropriate technology, systems analysis and software acquisition. The section aims to assist all programme areas in meeting their specific information requirements and plays an active role in the building and upgrading of the skills and knowledge of staff in the use of computers and relevant software applications. The Support team s role is to ensure that the existing office and associated systems are fully functional at all times, therefore contributing to staff productivity and improving the quality of the Secretariat s output. The team is also involved in recommending and implementing new systems and upgrades as appropriate. The team also plays an active role in the building and upgrading of the skills and knowledge of staff in the use of computers and relevant software applications as well as supporting a network of around 300 desktops, 25 servers and associated printers and peripherals. Job summary The primary purpose of the role is to provide efficient support to the IT section to deliver Information Technology Infrastructure Library (ITIL) standards in documentation, policy maintenance, procedures, follow up on users and first line support. Task description The post-holder will be required to undertake the following duties: Maintenance of an up-to-date inventory of software and hardware; Ensure that documented ITIL processes and procedures are up to date; Extracting, inputting, copying and filing data received from various sources and maintaining the knowledge base of resolutions. The post-holder will ensure effective functioning of the MS Office hardware and software packages, focusing on the achievement of the following results:

2 Providing 1 st line support through incident management, troubleshooting, call logging and escalating when appropriate. Supporting and maintaining mobile telecommunications to include inventory management and detailed trend analysis reports associated with tracking mobile charges with an aim to reduce costs. Creation, distribution and duplication of IT consumables as required (e.g. DVDs, memory sticks etc). Main point of contact with IT 3 rd parties and external vendors. Content editor for IT section on the Corporate Intranet. Any other related duties. Person specification Education: Minimum of 5 GCSE s (or equivalent) with English and Maths passes. Minimum of ITIL Foundation Certificate. Experience: Minimum of two years experience in administration and Help Desk support work in an ITIL environment. Experience in using Windows XP Microsoft Office products including Office 2003/7. Strong Microsoft Office suite skills include: MS Word (Advanced) Excel (Advanced) Outlook (Advanced) PowerPoint (good working knowledge) Internet Research Skills (good working knowledge) Demonstrable experience in a customer service role. Familiarity in working with helpdesk call logging systems. Familiarity with inventory management software. Competencies: Respect for Diversity Works effectively with people from all backgrounds. Treats all people with dignity and respect. Treats men and women equally. Shows respect and understanding of diverse points of view and demonstrates understanding in daily work and decision making. Examine own biases and behaviours to avoid stereotypical responses and does not discriminate against any individual or group. Working with Others Regularly shares information of value with colleagues Shows commitment to delivering on key agreements made to colleagues Makes an effort to view a situation from the other party s perspective as well

3 Demonstrates awareness and sensitivity to colleagues pressures Utilises networks to ensure similar goals are achieved collaboratively Develops long term relationships across cultures and/or geographical boundaries Uses relationships to identify the best people to help in the completion of tasks Tactfully deals with difficult people to gain buy-in and manage their expectations Developing & Applying Expertise Takes advantage of opportunities to develop an area of expertise Takes learning from previous experience and applies them appropriately Demonstrates willingness to learn new skills and/or approaches Adapting & Innovating Adapts to changing circumstances and work demands Shows a willingness to proactively take on new challenges and responsibilities Considers ways of doing own job better Accountability Takes ownership of assigned tasks, honours deadlines Ensures timely delivery of outputs January 2014

4 COMMONWEALTH SECRETARIAT SUMMARY OF TERMS AND CONDITIONS FOR PAYPOINT N This is a summary of the principal terms and conditions for Pay Point N at the Commonwealth Secretariat. The full terms and conditions are set out in the Commonwealth Secretariat Staff Rules and Regulations which form part of the contract of all staff members. General Contract Term All appointments to this grade are made on local terms, regardless of the nationality. Candidates must have the right to work in the United Kingdom. This is a 1 year temporary contract covering maternity leave. Eligibility to work In the UK Medical Clearance Probation Period of Notice Annual Leave Insurance Appointments are subject to eligibility to work in the UK. Appointments are subject to passing a medical examination. Appointments are also subject to clearance to the extent that person s own government raises no objection to their suitability for employment. This appointment is subject to a three-month probationary period. The appointment may be terminated by the Secretariat by giving five weeks notice. The staff member may resign at any time upon giving one month's notice. Subject to the terms of the letter of appointment, each full-time staff member shall accrue annual leave at the rate of 25 working days per year. Pro rata amounts are applicable for contracts less than one year s length). Leave without pay will not qualify for the earning of salary increments or annual leave entitlement. Subject to funding, the Secretariat may put in place various insurance schemes for its employees. Where such policies are in place, they shall be subject to the conditions of the underwriters and may change from time to time. Among the insurance policies the Commonwealth Secretariat provides is the Personal Accident/Travel policy. With

5 regard to bodily injury, the underwriters conditions for that policy provide for the following, in respect of pre-existing conditions. Any contributory degenerative condition or disablement (as determined by a Qualified Medical Practitioner) known by the Insured Person to be in existence at the time of sustaining Bodily Injury will be taken into account by Insurers in assessing the level of benefit payable. Further information on the existing policies would be made available to staff by the Corporate Services Division on request. Staff shall be notified of any changes in the policies as they become necessary from time to time. Salary Point 27,101 per annum gross. Salary is paid monthly (normally on the 25th) directly to the Bank, and is subject to deduction of Commonwealth Secretariat internal income tax paid at UK income tax rates and National Insurance contributions. Allowances None. The salary given is fully inclusive.

6 COMMONWEALTH SECRETARIAT Human Resources Division MONITORING FORM - SECRETARIAT HEADQUARTERS Please complete the form below providing the information to enable us to monitor our recruitment and ensure that our recruitment process is free from bias or unfair discrimination. The Commonwealth Secretariat is committed to observing the principles and practice of Equality of Opportunity in all its activities. Forename(s) Surname Nationality Please state Gender Please indicate with an X Male... Female.. Date of birth Day 03 dd e.g. Month mm e.g. 10 Year yyyy e.g Disability Please indicate with an X whether you consider you have a disability or not. Disability: Yes. No If you have indicated Yes that you do consider you have a disability please detail in the space below of any special requirements that you may require when attending for interview or group selection activities so that we can consider how to meet those needs to ensure equality of opportunity.

7 Where did you see this post advertised? Please tell us in which publication or on which website you saw this vacancy advertised. Thank you for completing these details please make sure you return your completed form with your application.