LABOUR RELATIONS AGENCY JOB DESCRIPTION. Job Reference (if applicable): DCS/06/16 Date: OCTOBER SALARY: NICS Grade 7, currently 46,141-51,816

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1 LABOUR RELATIONS AGENCY JOB DESCRIPTION Job Reference (if applicable): DCS/06/16 Date: OCTOBER 2016 JOB TITLE: SECTION: Director of Corporate Services Corporate Services SALARY: NICS Grade 7, currently 46,141-51,816 DURATION: LOCATION: REPORTS TO: HOURS OF WORK: Permanent Headquarters, Belfast Chief Executive 37 hours per week KEY PURPOSE To assist the Agency in delivering its remit to improve employment relations in Northern Ireland. As a key member of the Senior Leadership Team, the post-holder will contribute to the development of Agency policy and the delivery of the Corporate Plan. As head of a Directorate the post-holder is accountable for the effective, efficient and economic management of the Directorate s services. Key Functions: 1 Member of the Senior Management Team, contributor to strategic, and operational delivery 2 The effective leadership and management of Corporate Services 3 The effective management of all financial functions across the organisation 4 Management and delivery of all HR functions 5 Management of information and communications technology 6 Co-ordinator of statutory compliance 7 Premises, facilities and service management Page 1 of 8

2 Responsibilities 1. Member of the Senior Management Team, contributor to strategic and operational delivery Contribute to the corporate decision making as part of the Senior Management Team. Contribute to the development of organisational strategy and policies. Contribute to the financial decision making in the LRA, including providing timely and accurate advice to the Board and its sub-committees on all corporate matters. Maintain a positive, appropriate and professional relationship with all staff, partners and stakeholders. 2. Effective leadership and management of Corporate Services Ensuring the Corporate Services team is led in the strategic direction of the organisation. Manage the directorate s human, information, physical and financial resources to ensure maximum utilisation, efficiency, effectiveness and quality of service. Advise and guide the Chief Executive and Board on the formation, development and application of policy and strategic decisions relating to Corporate Services. Develop and embed a culture of customer focus and performance management to ensure high quality and continuous improvement in service delivery. Ensure regular and effective communication with Corporate Services customers and key stakeholders to include the sponsor department and auditors. Develop, continuously improve and implement the organisation s approach to risk management. 3. Effective management of all financial functions across the organisation Ensure financial and procurement procedures are efficient, meet Managing Public Money, MPNI(NI), requirements, and are understood and implemented across the organisation. Develop and implement financial management systems and procedures across the organisation including internal controls and recommendations from audit. Produce budgets, accounts and financial analysis as required. Provide a sound basis for asset management which includes appropriate investment analysis and evaluation. Undertake ad hoc financial analysis from time to time, to assist the SMT in evaluating value for money, and the potential for efficiencies. Ensure timely submission of all external reporting e.g. the Assembly, sponsor department, Equality Commission (NI). Ensure compliance with HMRC requirements with regard to the operation of Payroll. Ensure adequate insurance cover within MPNI(NI) guidelines. Page 2 of 8

3 4. Management and delivery of all HR functions Monitor staff engagement and offer constructive solutions to problems as they arise. Lead the development and implementation of HR management systems including the introduction and implementation of HR software. Ensure all policies and procedures are compliant with the law, in place, understood and implemented by staff in compliance with employment law and equality legislation. Advise and support staff in all issues relating to HR. Strategically address knowledge and succession requirements to ensure business continuity. 5. Management of information and communications technology Plan the LRA s technology needs and strategy. Develop, implement and support both short- and long-term information technology plans. Administer and communicate IT policies and procedures. Develop the integration of communication channels to meet changing business needs. Ensure the Agency s ICT infrastructure is protected and liaise with other service managers whose remit utilises that infrastructure (e.g. premises management). Provide technical support, feasibility studies and economic appraisals for information technology projects. Manage the purchase and installation of new systems and services. Manage suppliers and contracts in relation to technological services. Maintain standards (e.g. ISO27001) and audit information system use for compliance and security purposes. Review users requests for changes, analysing needs and budgets, and making recommendations for updates, replacements or enhancements. 6. Co-ordinator of statutory compliance Develop statutory compliance policies in line with extant Northern Ireland Public sector practice for NDPBs. Provide a secretarial service for the Audit and Risk Assurance Committee. Act as first point of contact for auditors, liaising with SMT on the timing of audits and provision of information. Ensure records management policies and procedures are sufficient and realistic for users to implement. Respond to customer complaints and requests under the Data Protection and Freedom of Information Acts. Review and report progress on the Agency s Equality Scheme and ensure all other equality monitoring requirements are up to date. Enable compliance with health, safety and welfare legislation. Page 3 of 8

4 7. Premises, facilities and service management Oversee contractual arrangements for premises and related services, ensuring that facilities are fit for purpose, provide value for money and are legally compliant. Management of and compliance with supplier contracts (i.e. copiers, stationery, landlords etc.) 8. Other duties Any other duties as allocated by the Chief Executive, including functional responsibilities and special projects. To maintain confidentiality over personal information relating to staff, clients and stakeholders. The above list gives a good indication of the main duties of the post. The emphasis on particular duties will vary over time according to business need. Page 4 of 8

5 1. QUALIFICATIONS AND EXPERIENCE PERSON SPECIFICATION Factor Criteria Essential Desirable Method of Assessment Either A Degree Route A third level qualification. This refers to a degree or equivalent level (e.g. NVQ Level 4) Applications through this route should demonstrate a minimum of three years relevant experience in at least two of the areas at C below. Application Form Or B Non-Degree Route Applications through this route should demonstrate a minimum of five years relevant experience in at least two of the areas at C below. Application Form Relevant experience 1 in at least two of the four adjacent areas C Experience in HR management and in using HR systems. Experience of governance, procurement and finance including budgeting, forecasting, accounts preparation and reporting. Experience in the management of information and communication technology including infrastructure support, systems specification and implementation. Experience in recommending and implementing organisational change. Competencies for use in shortlisting D In the event of a high number of applicants the Agency reserves the right to further short list by deploying four of the Agency s nine competencies as set out in Section 2. 1 In all cases, experience will be measured as at the closing date for the receipt of applications. Experience is defined as working at the third tier or higher of an organisation, i.e. the equivalent of reporting to a senior management team that reports to a board or equivalent highest strategic decision-making level in charge of governance. Page 5 of 8

6 2. COMPETENCIES REQUIRED The successful candidate will play a key role in relation to the internal control environment, coach and mentor staff for improved performance and ensure the provision of a high-quality service to clients at all times. In respect of the duties and responsibilities set out in the Job Description, they must demonstrate at interview competencies relevant to the grade as set out in the following competency framework. A Leadership* Leads others by inspiring, developing and supporting them to achieve required performance/outcomes in line with organisational priorities, vision and objectives. Has the ability to develop proposals and obtain board/top management agreement for these. B Role Knowledge* Has the appropriate knowledge and expertise to perform effectively and efficiently in the role. Keeps up-to-date with developments. C Problem Solving* Adopts a proactive, flexible and creative approach to identifying and dealing with organisational problems effectively and efficiently and avoiding recurrences. D Decision Making* Has contributed to the review and evaluation of organisational performance and the selection of options which best fit the achievement of corporate aims. E Customer Focus Has led in service provision through a continuous improvement ethos, defining performance measures and identifying/overcoming barriers to delivery. F Personal Effectiveness Has engaged honestly and positively in the review of own performance and that of others, being able to deal with criticism, to acknowledge the viewpoint of others and, where appropriate, to convince them of the validity of alternative approaches. G Communication Has communicated complex information, technical concepts and issues. Has presented ideas in a way which is persuasive to colleagues and stakeholders, using a range of communications tools and methods to convey messages appropriately. H I Working Relationships Managing Resources Has created, maintained and enhanced effective working relations at a senior management level, in partnership with wider organisational stakeholders. Can demonstrate the maintenance of key services and priorities within a budget challenged environment. * Competencies A-D may be deployable at the additional shortlisting stage. Page 6 of 8

7 SHORTLISTING METHODOLOGY The shortlisting/interview panel shall undertake shortlisting as set out below. Stage 1 Initial Sift The panel shall apply Factors A or B (as appropriate) from the Person Specification followed by an assessment of experience under Factor C as set out in Section 1. Stage 2 Assessment of Specified Competencies In the event of a high number of applicants qualifying at Stage 1, the Agency reserves the right to further shortlist by deploying four of the Agency s nine competencies as highlighted in Section 2. These are: Leadership, Role Knowledge, Problem Solving and Decision making. Interview Applicants should refer to the Candidate Information Pack which includes a description of the interview process. It should be noted that the four competencies incorporated in the shortlisting process will be revisited along with the remaining five at interview. RESERVE LIST Any reserve list created in this selection process will be specific to the post of Director of Corporate Services. The chart overleaf shows the structure of the Agency and where directors fit into the line management structure. Page 7 of 8

8 LRA ORGANISATIONAL CHART CEO DIRECTOR DIRECTOR DIRECTOR IS Manager x 2 EOI ERO ERO x 2 ERO x 4 ERO Good Employment Practice/ Research EOII ERO x 6 ERO x 7 ERO x 3 EOII EOII EOII SPS x 2 CO EOII x 10 CO x 7 Conciliation Conciliation EOII CO HR CO x 2 Advisory Assistance Information & Advice Arbitration CTT NICO CA x 3 Finance, Compliance & Administration CORPORATE SERVICES CO Secretariat ADVISORY SERVICES Conciliation & Advisory REGIONAL OFFICE CONCILIATION & ARBITRATION Page 8 of 8