Job Description
Job Title:
Administration Officer (Maternity leave cover)
Salary:
£18,728 per annum
Reporting Officer:
Director
Location:
NIMC Offices, 6, Crescent Gardens, Belfast
This position is being offered on a contract of up to one year in order to provide
staff cover during a maternity leave. NIMC is open to proposals to fill the position
through secondment.
The closing date for the submission of applications is 4.00pm on Monday, 31st
October 2011.
BACKGROUND
The Northern Ireland Museums Council (NIMC) was established in 1993 to support the
local museums of Northern Ireland in maintaining and improving their standards of
collections care and public service. It is primarily funded by the Department for Culture,
Arts and Leisure. It is a Non-Departmental Public Body and registered charity managed
by a Board of Directors drawn largely from museums and district councils.
The Council aims to:
 Support our museums in maintaining and developing high standards
 Champion the development of museums and their collections in Northern Ireland
 Work with the sector to enhance access to museums as places of learning,
enjoyment and personal development
 Strengthen the skills and knowledge of the people working in the sector
 Demonstrate the benefits and impact of museums on the social, cultural and
economic life of Northern Ireland
 Run the Council in an effective and efficient manner
To these ends, the Council provides:
 Advice and information
 Training
 Grant-aid
 Support for collections care and public services
 Advocacy for museums and co-ordination of development
Further information on the Council is at www.nimc.co.uk
OVERALL PURPOSE OF THE JOB:
The post holder will provide effective and efficient administrative and clerical support to
the staff and Board of Directors of the Council. S/he will play a vital role in the delivery of
the Council’s Business Plan through working with other members of staff to ensure the
delivery of various projects.
MAIN DUTIES:
To provide day-to-day administrative and clerical assistance through,
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Undertaking telephonist and receptionist duties, dealing routinely with general
enquiries and visitors.
Maintaining the Council’s information systems, particularly the filing system,
databases and web sites, and collating and disseminating information as
required.
Maintaining and monitoring the Council’s operational procedures, including
flexitime, annual leave, sick leave, procurement.
Supporting the Council’s staff and Board through carrying out word processing,
e-mail and internet use.
Updating the diary systems for all staff.
Dealing with incoming and outgoing post, faxes and e-mails.
Assisting with the processing of invoices and payments, and the maintenance of
financial records.
Providing organisational and administrative support for meetings, training days,
conferences, and other events and activities, including travel, hospitality and
accommodation arrangements.
Servicing the requirements of the meetings of the Council’s Board of Directors,
including the collation and circulation of papers, and taking minutes of meetings.
Providing administrative support to the Director, in his/her capacity as Chief
Executive and Company Secretary, as and when required.
Undertaking any other appropriate duties relating to the grade of the post.
Personal Specification and Selection Procedures
Job Title:
Administration Officer (Maternity leave cover)
Salary:
£18,728 per annum
This position is being offered on a contract of up to one year in order to provide
staff cover during a maternity leave. NIMC is open to proposals to fill the position
through secondment.
Experience and Qualifications
Essential
The post holder must have
 A minimum of 5 GCSE’s or equivalent, including English Language
 A demonstrable knowledge of Microsoft Office software packages, e-mail and
internet.
 At least three year’s experience of administrative and clerical duties
 Well-developed written communication skills.
Desirable
It is desirable that the post holder has
 A Degree, or equivalent, in a relevant discipline [for instance: museum studies,
history, history of art, history of science.]
 At least five year’s demonstrable experience in administrative duties
 Knowledge of the museum sector.
Contacts
The post holder is required to have regular contact with a wide range of individuals and
organizations, at all levels. These will include administrative and middle management
grades within Government Departments, Local District Councils and museum-focused
bodies. S/he will also liaise with service providers in relation to the administrative and
clerical duties. In addition s/he will be in regular contact with members of the NIMC
Board of Directors and the staff of museums.
Management of Resources
The post has no staff or financial management requirements attached to it.
Personal Qualities and Skills
NIMC is seeking an enthusiastic, creative, knowledgeable and confident individual for
the position. Applicants must provide evidence on the application form that they possess
the following skills and qualities.
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Have excellent organisational skills with the ability to work on your own initiative.
Information technology literate, with a sound working knowledge of word processing
and database software packages
Strong written, verbal and interpersonal communication skills
Selection Procedures
Applicants should note that canvassing is not permitted and will result in the application
being disqualified.
The candidates who appear from the information available to have the best knowledge,
skills, qualifications and experience will be invited for interview.
NIMC is committed to equality of opportunity in employment and selection will be on the
basis of merit. Applications are welcome from all suitable qualified applicants
irrespective of their religious beliefs, gender, disability, race, political opinion, age,
marital status, sexual orientation or whether or not they have dependants.
Applicants should note that any information supplied could be released under the
process of discovery to form part of the evidence in a Fair Employment or Industrial
Tribunal hearing.
Applications received after the stipulated closing time and date will not be considered. It
is the responsibility of the applicant to ensure that their application is received by NIMC
before the closing time and date.
Applicants will be selected for interview on the basis of the information provided on the
written application form. It is the responsibility of the applicant to ensure that sufficient
information is given on the application with regard to the criteria for the post.
Administration Officer (Maternity Leave Cover)
General Conditions of Employment
This position is being offered on a contract of up to one year as cover for
maternity leave, and may be filled through direct recruitment or through
secondment.
Should the position be filled through secondment, NIMC will establish a Memorandum of
Understanding with the postholder’s employers regarding the retention of their General
Terms and Conditions of Appointment commensurate with their current post, including
annual leave entitlement and pension contributions, and the operation of the
secondment.
Should the post be filled through direct recruitment, the following terms and conditions
will apply.
Terms and Conditions of Employment
The person appointed will be subject to the main Terms and Conditions of Service as
summarised below and detailed within the Northern Ireland Civil Service Conditions of
Service as they are applied by NIMC. The NICS Conditions of Service Codes and the
NIMC Staff Handbook (which gives details of other conditions of service currently in
operation) are available for consultation at the NIMC offices.
The position of Administration Officer (Maternity Leave Cover) is offered on a fixed-term,
full-time basis (although a request to work on a part-time basis may be considered) and
thus additional work outside the Council may not be undertaken without the prior
permission of the Director. Such permission will not be unreasonably withheld.
Appointment
The contract for this post will be for up to 12 moinths from the date of appointment.
Appointment will be subject to the satisfactory completion of enquiries with your
referees.
Your Employer
Your employer will be the Board of the Northern Ireland Museums Council. You will be
directly accountable to the Director of the Council.
Salary
You will be paid monthly in arrears by direct debit to your bank account through the
BACS system.
Hours and attendance
You will be expected to work a 37-hour week, excluding the lunch break. NIMC
operates a flexi-time agreement, which allows you, with the agreement of the Director, to
determine your own starting and finishing times within defined limits.
Probation
You will serve a probationary period of 1 month and confirmation of the appointment will
be dependent on satisfactory completion of this period of service.
Annual Leave
In addition to public holidays (currently 12 per year), the annual leave entitlement will be
25 days. The ‘leave’ year runs from 1 February to 31 January. In any incomplete year of
service, annual leave entitlement will be in proportion to the length of service in the year.
Up to five days of your annual leave entitlement may be carried forward into the next
leave year. This may be increased under special circumstances.
Sick Leave
There is provision for granting sick leave with pay. Details are set out in the N. Ireland
Civil Service Conditions of Service Codes.
Pension
Your appointment may be pensionable from the outset and you may choose to join the
Principle Civil Service Pension Scheme (NI) upon appointment. If you are not already in
the Principal Service Pension Scheme (CLASSIC), you will be able to choose between
two pension arrangements:
Membership of PREMIUM, a final salary occupational pension scheme with a 3.5%
member contribution rate;
Or
a PARTNERSHIP PENSION ACCOUNT, a stakeholder pension with an employer
contribution based on your age. You do not have to contribute, but if you do, your
employer will also match contributions of up to 3% of pensionable pay.
You may be entered into the PREMIUM scheme on appointment unless you are already
in the CLASSIC Principal Civil Service Pension Scheme.
Alternatively you may wish to maintain your own private pension arrangements, or seek
to transfer existing pension contributions to the Civil Service scheme. NIMC will provide
all relevant information on this matter to allow you to make an informed decision.
Notice
You will be entitled to receive and required to give one month’s notice to terminate your
employment with NIMC, except under circumstances when the Council is entitled to
dismiss you summarily. Such circumstances are detailed in the NIMC Staff Handbook,
and are covered under the Council’s disciplinary procedures.
Work Location, Travel and Expenses
The post is based at the Council’s headquarters at 6, Crescent Gardens, Belfast. You
may be required to travel throughout Northern Ireland and possible elsewhere on official
business. If you are required to undertake travel in the course of your duties, the
expense of using public transport will be reimbursed, or you will be paid a mileage
allowance in accordance with the Northern Ireland Civil Service rates in respect of motor
travel. NIMC cannot provide a car parking space for you.
All other out of pocket expenses relating to NIMC work may only be incurred with the
prior approval of the Director.
Variation to the Terms
NIMC reserves the right to vary the terms of this arrangement subject to prior notification
being given and after appropriate consultation has taken place.