NORTHERN IRELAND FIRE & RESCUE SERVICE JOB DESCRIPTION TEMPORARY PART-TIME ASSISTANT ADMINISTRATIVE OFFICER (SCALE 6) JOB REF: N44/5/07

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1 NORTHERN IRELAND FIRE & RESCUE SERVICE JOB DESCRIPTION TEMPORARY PART-TIME ASSISTANT ADMINISTRATIVE OFFICER (SCALE 6) JOB REF: N44/5/07 ADMINISTRATION DEPARTMENT, FIRE & RESCUE SERVICE HEADQUARTERS, 1 SEYMOUR STREET, LISBURN SALARY: 20, TO 22, PER ANNUM PRO RATA HOURS OF DUTY: THURSDAY AND FRIDAY, 9.00 AM TO 5.00 PM (14¼ HOURS PER WEEK) MAIN PURPOSE OF JOB Responsible for managing the Administration Department to ensure the provision of an efficient and effective service relating to: 1 Travel 2 Advertising 3 Insurance 4 Finance 5 Purchasing 6 Inventories 7 Mail 8 Reception Deputising for the Administrative Officer. SUMMARY OF RESPONSIBILITIES & PERSONAL DUTIES Deputise for the Administrative Officer. Responsible for the provision, management and development of an efficient and effective travel service ensuring the Northern Ireland Fire & Rescue Service Board's Standing Orders and Travel Policy are consistently applied.

2 - 2 - Responsible for the provision and management of an advertising facility and the placement of all Northern Ireland Fire & Rescue Service Advertisements Recruitment, Tender and Public Notices. Responsible for the completion and custody of all inventory records. Responsible for the provision of Telephonist/Receptionist services. Responsible for the provision of an effective external mail system fully implementing Royal Mail requirements and an internal mail system servicing all Northern Ireland Fire & Rescue Service locations/departments. STAFF Responsible for the day to day management of staff resources within the Administration Department including: Supervision of Staff Monitoring and distribution of workload and departmental priorities. Responsible Officer under the Discipline and Grievance Procedures and Attendance Management Policy, eg, Return to Work Interviews and taking appropriate action. Responsible for the allocation of Annual Leave and management of Flexible Working Hours Scheme. Training of new staff and existing staff in new procedures and identification of training needs. Participation on Recruitment and Selection Panels for non-uniformed personnel. TRAVEL Responsible for the provision, management and development of an effective and efficient Travel Service including: Sourcing most economical routes, fares, accommodation, car hire, etc. Booking travel arrangements with Agent and via internet. Provision of onward travel and detailed itineries. Responsible for developing contacts and working relationships with hotel groups and negotiating accommodation rates and payment methods with same. Responsible for providing personnel with up-to-date information in respect of routes and services.

3 - 3 - Interpretation of Northern Ireland Fire & Rescue Service s Travel Policy in respect of all requests for travel and obtaining written explanation for those in contravention of same. Preparation of monthly flight report for the Chairman of the Northern Ireland Fire & Rescue Service Board and answering queries in respect of same. ADVERTISING Responsible for the provision, management, development and monitoring of an effective and efficient advertising service including: Liaising with Department of Regional Development. Preparation of all Northern Ireland Fire & Rescue Service advertisements - Tenders, Quotations, Public Notices and Recruitment. Selection of appropriate publications. INSURANCE Responsible for checking Tenderer's current position in respect of appropriate liability insurance with the Northern Ireland Fire & Rescue Service s Insurance Broker and obtaining additional information as required. Responsible for approval of Tenderer's insurance or advising of additional cover required before award of contracts. Responsible for monitoring expiry dates of insurance policies for successful Tenderers and liaising with same to obtain proof of renewed insurance in respect of Public Liability, Employer s Liability and Motor Insurance. Assisting Administrative Officer to provide a timely and efficient system for dealing with all claims against the Northern Ireland Fire & Rescue Service including: Initial contact with claimant s Solicitor. Obtaining relevant information from Senior Officers to assist Northern Ireland Fire & Rescue Service s liability investigations. Attendance at site inspections. Attendance at Court in respect of settlement authority. FINANCE Responsible for the management of 2, postal account to ensure Northern Ireland Fire & Rescue Service has sufficient credit to meet requirements.

4 - 4 - Recording of daily credit/debit book. On receipt of all invoices for travel, ensuring prices are correct and querying discrepancies with Travel Agent. Responsible for authorising invoices for payment of Tender/Quotation Advertisements. Approved signatory of invoices regarding purchases made from furniture/office equipment budget. PURCHASING Sourcing new suppliers, setting up contacts and negotiating products discounts in respect of purchases from administrative budgets. Assisting the Purchasing Department with input of purchase orders as required. On receipt of authorised purchase orders and redistributing to appropriate departments, updating and recording movements of purchase orders on the computerised purchase order system. INVENTORIES Responsible for provision, management and development of an efficient and effective inventory records system including: Updating computerised and manual records. Investigating discrepancies and reporting non-return of documentation to Divisional Officer Service Support. Liaising with Local Government Auditor and appropriate personnel in respect of queries regarding discrepancies in completed documentation. Responsible for carrying out physical quarterly inventory checks and investigating discrepancies in respect of the Corporate Services Department. MAIL Responsible for the receipt and distribution of all incoming mail. Responsible for ensuring the franking and completion of appropriate documentation in respect of outgoing mail.

5 - 5 - GENERAL Responsible for ensuring the renewal of petroleum licences for Northern Ireland Fire & Rescue Service premises in accordance with local Licensing Regulations. Responsible for the custody of deeds of all Northern Ireland Fire & Rescue Service premises and extraction of information from same for legal purposes. Responsible for checking and certifying rates accounts for payments in respect of all Northern Ireland Fire & Rescue Service properties. Responsible for compiling and maintenance of departmental job manuals. Dealing with audit queries from the Local Government Auditor and Controller Audit General. Extraction of relevant information for Senior Officers. Participation in relevant training and attendance at seminars relevant to the duties performed. Responsible for Health and Safety aspects as set out in the Northern Ireland Fire & Rescue Service's Health and Safety Policy. The promotion and support of the principles and practices of all aspects of fairness at work in accordance with the Northern Ireland Fire & Rescue Service s Equal Opportunities Policy. Such other duties as may be allocated and interchange of duties as required. To effectively manage the attendance of staff within the established procedures and to meet any attendance targets set by the Service. To observe any guidance issued under the Data Protection Act It is the applicant's responsibility to provide sufficient information for the application to be assessed. Completed application forms must be returned in the envelope provided not later than 3.00 pm on THURSDAY, 17 MAY 2007.

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