HOUSE OF LORDS LORD SPEAKER S OFFICE ASSISTANT PRIVATE SECRETARY. Pay Span B2 ( 25,139-33,074 per annum)

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1 HOUSE OF LORDS LORD SPEAKER S OFFICE ASSISTANT PRIVATE SECRETARY Pay Span B2 ( 25,139-33,074 per annum) There is a vacancy for an Assistant Private Secretary in the Lord Speaker s Office, House of Lords. KEY OBJECTIVE OF THE ROLE The key objective of the role is to provide a first-class private office service to the Lord Speaker. BACKGROUND The primary role of the Lord Speaker is to preside over proceedings in the Chamber and to represent the House of Lords at ceremonial events. The Lord Speaker also has a representational role acting as a non-political spokesperson for the House of Lords at home and abroad. Other responsibilities include an educational role publicising the work of the House of Lords. The Lord Speaker represents the House of Lords at international Speakers conferences and also entertains visiting Speakers, parliamentarians from abroad and others. In addition, she is Chairman of the House Committee and has responsibility for security in the Lords part of the Parliamentary estate. There may be occasions when an Assistant Private Secretary will be required to accompany the Lord Speaker on official visits in the UK and abroad in lieu of the Private Secretary. The Lord Speaker s Office comprises a Band A2 Private Secretary and two Band B2 Assistant Private Secretaries. The Office is open throughout the year, including recesses, and, when the Lord Speaker is present, is fully operational between the hours of 9.30am and 6pm. On sitting days the Lord Speaker is usually present until at least 7pm, and one Assistant Private Secretary will normally be expected to stay until then. (When the Lord Speaker stays later than 7pm, support will normally be provided by the Private Secretary.) In order to cover these hours it is anticipated that the two Assistant Private Secretaries would be prepared to work flexibly; provided that the operational requirement is met, scope exists for mutually acceptable approaches to be adopted. During recess periods the Private Secretary and the two Assistant Private Secretaries are expected to work on a roster basis to provide the appropriate levels of cover. PRINCIPAL DUTIES OF THE POST: The duties of the two Assistant Private Secretary posts include: Managing the Lord Speaker s diary and mail (including electronic versions) Dealing with the Lord Speaker s correspondence and papers and taking action on in-coming and outgoing papers Dictation and keyboard work Liaising with other offices Secretarial support to the Reading Clerk and the Private Secretary Preparing the Lord Speaker s and the Reading Clerk s folders of briefs for the Chamber Organising official visits by the Lord Speaker Assisting the organisation of programmes for visiting Speakers, parliamentarians and others Organising the Deputy Speakers rota

2 Managing River Room bookings Co-ordinating and circulating papers for the House Committee Dealing with telephone enquiries from both within and outside the House Making travel arrangements Handling visitors and refreshments etc From time to time accompanying the Lord Speaker on official visits in lieu of the Private Secretary Filing and photocopying etc PERSONAL SPECIFICATION Essential Shorthand or speedwriting skills at 80wpm. Excellent secretarial and keyboard skills. A high level of initiative as well as administrative and organisational ability, in particular a capacity to innovate Strong communication and interpersonal skills in order to represent the Lord Speaker and her Office to a wide range of people and organisations Tact, discretion and the ability to work flexibly and quickly under pressure, maintaining a high level of accuracy and attention to detail Proven problem-solving and analytical skills Ability to master and develop new concepts quickly Desirable A thorough knowledge of the working of the House and its Offices together with a good knowledge of the working of Parliament as a whole. TERMS AND CONDITIONS Salary The post is paid in accordance with House of Lords span B2 (currently 25,139 33,074 per annum). As with all staff of the House, pay increases are awarded through performance as assessed in annual staff reports. Salary is paid monthly by credit transfer. Terms The post is permanent. The post holder will be a member of the Clerk of the Parliaments Office and will be managed by the Private Secretary to the Lord Speaker. The Reading Clerk will be the Countersigning Officer. Hours Conditioned hours are 41 per week gross. If the postholder is required to work longer hours, overtime will be payable. Annual Leave Annual leave entitlement is six weeks plus Public and Bank Holidays. Leave must be taken during recess periods in consultation with the line manager. Equal opportunities The House of Lords is an equal opportunities employer. Applications are welcome from all qualified individuals irrespective of gender, marital status, age, race, colour, disability, religious affiliation or sexual orientation. APPLICATION AND SELECTION Please return your completed application form to The Human Resources Office, House of Lords, London SW1A 0PW, to arrive no later than first post on Monday 8 January.

3 Candidates who appear best suited to the post will be invited to the House of Lords for interview. The selection process will include a shorthand/dictation test and may involve a second interview. If you have not heard from us by late January you must assume you have not been shortlisted. Please note that the House of Lords Human Resources Office will be closed between 23 and 31 December inclusive. For information about working for the Houses of Lords please see our website at and follow the links to the Lords Human Resources page. December 2006

4 HOUSE OF LORDS LORD SPEAKER S OFFICE - ASSISTANT PRIVATE SECRETARY Pay Span B2 27,937-34,966 per annum) There is a vacancy for an Assistant Private Secretary in the Lord Speaker s Office. BACKGROUND The primary role of the Lord Speaker is to preside over proceedings in the Chamber, and to represent the House of Lords both at ceremonial events and as a non-political spokesperson for the House of Lords at home and abroad. The Lord Speaker represents the House of Lords at international Speakers conferences and also entertains visiting Speakers, parliamentarians from abroad and others. She is Chairman of the House Committee, a member of the Procedure Committee, and has responsibility for security in the Lords part of the Parliamentary estate. In addition she has developed an extensive educational/outreach programme which entails frequent speaking engagements and involves other members of the House. She has frequent meetings with members of the House, officials and people working outside parliament. The Lord Speaker s Office comprises a Band A2 Private Secretary, two Band B2 Assistant Private Secretaries and a C3 Diary Secretary Although the Reading Clerk has general oversight of the office, the head of the office for day to day purposes is the Private Secretary. The office is open throughout the year, including recesses,. When the Lord Speaker is present, it is fully operational between the hours of 9.30am and 6.30pm. On sitting days the Lord Speaker is usually present until at least 7pm, frequently later. The Private Secretary and the successful candidate will share responsibility for late cover of the office. A private office allowance, currently 3,021, will be paid for this. During recess periods the Private Secretary, the two Assistant Private Secretaries and the Diary Secretary work on a roster basis to provide appropriate levels of cover. KEY OBJECTIVE OF THE ROLE The key objective of the role is to provide a first-class private office service to the Lord Speaker. PRINCIPAL DUTIES OF THE POST Many of the duties will be shared with the Private Secretary, as follows: Processing correspondence and drafting replies Writing speeches and drafting papers Providing information and advice to the Lord Speaker as required Preparing for and accompanying the Lord Speaker on visits, including visits overseas

5 Arranging meetings, writing up notes for the record and following up Providing office support under roster arrangements PERSON SPECIFICATION Essential The ability to write papers and speeches with minimal supervision and to master complex ideas and represent them succinctly and clearly A high level of initiative as well as administrative and organisational ability, Confidence and a readiness to travel alone with the Lord Speaker as required Strong communication and interpersonal skills to represent the Lord Speaker and her office to a wide range of people and organisations Tact, discretion and the ability to work flexibly, accurately and quickly under pressure Proven problem-solving and analytical skills Ability to master and develop new concepts quickly Good IT skills Desirable A thorough knowledge of the working of the House and its Offices together with a good knowledge of the working of Parliament as a whole. Experience of working in a private office environment would be useful but is not essential. TERMS AND CONDITIONS Salary and allowances etc. The post is paid in accordance with House of Lords span B2 (currently 27,937-34,966 per annum). As with all staff of the House, pay increases are awarded through performance as assessed in annual staff reports. A private office allowance of 3,021pa will also be paid. Salary is paid monthly by credit transfer. Terms The post is permanent. The post holder will be a member of the Clerk of the Parliaments Office and will be managed by the Private Secretary to the Lord Speaker. The Reading Clerk will be the Countersigning Officer. Hours Conditioned hours are 41 per week gross. In view of the private office allowance, no overtime will be paid. Annual leave Annual leave entitlement is seven weeks plus Public and Bank Holidays. Leave must be taken during recess periods in consultation with the line manager. Equal opportunities The House of Lords is committed to equal opportunities. Applications are welcome from all qualified individuals irrespective of gender, marital status, age, race, colour, disability, religious affiliation or sexual orientation. 2 of 3

6 APPLICATION AND SELECTION Those wishing to apply for this position should do so in writing to the Human Resources Office, House of Lords. It is expected that candidates appearing best suited to the post will be invited for interview. The successful candidate will also be invited to meet the Lord Speaker before an offer of appointment is made. You are asked to inform your Line Manager and Head of Office if you intend to apply. Those who are on probation are not eligible to apply. 25 July of 3