Corporate Services Executive Officer Job ref: NIPSO/CSEO/01-26 Job type: Permanent Location: Progressive House, Belfast Salary: £28,734 - £29,337 (under review) Quantity of Posts Available: 1 Closing date: Tuesday 20 May 2025 12:00 Job summary Main purpose of job To support NIPSOs Corporate Services team in the delivery of a range of functions including Finance, IT, Health & Safety, information governance and Facilities Management. To support the effective operation of NIPSOs office including ensuring the safety and security of the building. Job Title:Corporate Services Executive Officer Reportingto:Finance&CorporateServicesManager Grade:Equivalent to NICS EOII Salary:£28,734-£29,337(underreview) Location:Belfast (Fully Office Based) Main purpose of job To support NIPSOs Corporate Services team in the delivery of a range of functions including Finance, IT, Health & Safety, information governance and Facilities Management. To support the effective operation of NIPSOs office including ensuring the safety and security of the building. Summary of principal duties and responsibilities Records Management Identifyrecordsduefordisposalandarrangefortheirreviewofbytherelevantinformation governance lead. Arrange the secure disposal of records approved for destruction Finance Completeassurancechecksinrespectofpaymentsprocessed. SupporttheCorporateServicesAdminOfficerwithraisingofpurchaseordersonfinancesystem, inputting of invoices and processing payments as required. Co-ordination of the asset management procedures within the Office. Premises and Facilities Management Undertake the role of NIPSO premises officer including liaison with contractors and NIPSOs landlord. Ensure the schedule of planned, preventative maintenance works is undertaken and arrange / co-ordinate all remedial maintenance works including monitoring of online property maintenance system (AMPS). Undertake the role of NIPSO Health and Safety Officer and ensuring compliance with the NIPSO Health and Safety Policy and Fire Safety Procedures, recommending to management changes/updates as appropriate. Maintainrelevantpremisesrecords. Ensure housekeeping of office accommodation in accordance with laid down requirements. Procurement Contract Management and IT Oversee the maintenance of a NIPSO contract management database to ensure good practice and control over contract reviews, renewals and expenditure. LiaisewithNIPSOsnominatedCentreofProcurementExcellence(CoPECPD)regardingparticipations in collaborative procurements. AssisttheFinance,Procurement&CorporateServicesManagerwherenecessarywith procurement exercises, tenders and contract management. Support the Corporate Reporting and IT Officer with staff IT related queries and assist with resolving problems including liaison with IT ASSIST. Ad Hoc Duties Supporttheinductionprocessfornew staffand completionof related paperwork. Test and maintain the NIPSO business continuity plan, recommending to management changes/updates to the relevant policies and procedures as appropriate. Contribute to the planning, organisation and delivery of events, conferences, launches, adjudications and other externally focused occasions which take place in NIPSO offices or externally. Provisionofadviceand supporttoseniormanagementand otherteamsasrequired. MaintenanceofallCorporateServicesproceduresandrecordsincludingprocurementdocument and Post Project Evaluations. Undertake any other Corporate Services duties appropriate to grade and as directed by line management including ad hoc project work as required. General Responsibilities & Duties AdheretotheNIPSOvaluesoffairness,independence,peoplefocused andexcellence. Adhere to and promote NIPSO policies on Equality of Opportunity and Dignity at Work, demonstratingacommitmenttotheprinciplesofequality,fairnessanddiversityinallaspectsof work. Have due regard for own safety and that of others, behaving appropriately at all times and recording all accidents no matter how minor. Take responsibility for the development of own skills and knowledge through proactive engagement in the internal performance review processes. Undertake ad-hoc, cross-functional project work supporting the development of the Office and service provision as reasonably requested by your line manager. This job description is subject to review and amendment as the demands of the role and the organisation evolve. Therefore the postholder will be required to be flexible and adaptable and aware that they may be asked to perform tasks, duties and responsibilities which are not specifically detailed in the job description but which are commensurate with the role. PERSON SPECIFICATION ESSENTIAL CRITERIA Applicants must, as at the closing date for receipt of applications, be able to demonstrate by providing personal and specific examples on their application form that they have: Threeyearsrecentrelevantexperienceof: Providingadministrativesupportwithinan officeenvironment Workingunderpressuretosuccessfullymanagecompetingworkpriorities. Communicatingeffectivelywithinternalandexternalstakeholders. TheuseofMicrosoftOfficepackagesparticularlyMSWordandExcel,toextractinformation and produce reports. Managinghealthandsafetyissueswithinanofficeenvironment. Providing support and guidance to staff to enable them to carry out their duties and ensure efficient operation of the office. DESIRABLE CRITERIA In addition to the above essential criteria, NIPSO reserves the right to only shortlist those candidates who can also demonstrate, by providing personal and specific examples on the application form that they have: Experienceoffacilitiesmanagement. Experienceof financesystems. Experienceof workinginthepublicsector. Experienceofprovidinginputforbriefingpapers,reportsandpolicies. A qualification in health and safety. SKILLS AND ATTRIBUTES Applicants must be able to demonstrate evidence of the following skills, competencies and attributes which will be tested at final interview: Organisationalandplanningskills Oral andWrittenCommunication CollaborativeWorking Attentiontodetail InitiativeandProblem-Solvingskills Continuous Improvement WORKING FOR US Remuneration The salary for this post is currently equivalent to Northern Ireland Civil Service (NICS) Executive Officer II which is £28,734 - £29,337 (under review) Location Therolewillbebased atNIPSO,ProgressiveHouse,33WellingtonPlace,Belfast,BT16HN. WorkingArrangements This role is fully office based. Working Hours Thepostispermanent,full-time (37 hoursperweek), subjectto aprobationaryperiod of9 months. Successful applicants have the opportunity to request Flexible Working from the 1st day of their employment. Management will give full consideration to the flexible working request. However, no employee can be guaranteed flexible working and the needs of the organisation will take priority. Pension The successful candidate will be eligible to join the NICS Principal Civil Service Pension Scheme. Annual Leave Annual leave entitlement is 25 days annual leave, rising to 30 days after 5 years service, plus 12 days public holidays. Other benefits We have a generous occupational sick pay and maternity, paternity and adoption leave/pay arrangements, as well as a suite of work-life balance policies. Employees also have access to an Employee Assistance Programme. We provide support for ongoing training and provide development opportunities for all staff. In 2022 we implemented a coaching framework to ensure all employees of NIPSO receive regular support and guidance from their line manager.