Administrative Assistant Standing List Guidance for Applicants Closing Date: 4:30pm on Friday 5 February 2016
CONTENTS About CCEA
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Administrative Assistant Roles
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CCEA Departmental Overview
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The Selection Process
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Person Specification
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Information on Equivalent Qualifications
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Conditions of Appointment
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About CCEA The Northern Ireland Council for the Curriculum, Examinations and Assessment (CCEA) was established on 1 April 1994 and is a non-departmental public body reporting to the Department of Education. CCEA is a unique educational body in the UK, bringing together the three areas of curriculum, examinations and assessment. Placing learners and those who have a concern for their educational and personal development at the forefront of its thinking, CCEA’s mission is: “To enable the full potential of all learners to be achieved and recognised” CCEA employs approximately 400 staff, across its sites in Belfast and Mallusk, in addition to examiners, moderators, markers, invigilators and temporary staff.
Administrative Assistant Roles We are establishing a standing list for Administrative Assistants (temporary positions) to support our teams during peak periods. We will have a number of short term contracts available on a full-time and part-time basis lasting up to 12 weeks between 1 April 2016 - 31 March 2017. As a temporary Administrative Assistant in CCEA you will provide administrative support to our teams and undertake a range of general duties. Category 1 roles may include the following: •
updating records, filing, photocopying and answering phones;
•
supporting the processing of examinations and assessments i.e. performing clerical checks.
Category 2 roles involving computer work will also include duties such as: •
typing documents, preparing letters, formatting documents and inputting data.
Category 3 roles involving Van Driving will include duties such as: •
delivieries for the Exams Processing and Moderation Teams to schools across Northern Ireland.
•
general admin to support the process of examinations and assessments, i.e. performing clerical checks.
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CCEA Departmental Overview The following list provides an overview of the range of departments within CCEA where temporary posts may be required throughout the year. •
Examinations Processing Team: responsible for processing all CCEA qualifications achieved by course work/controlled assessment or examinations at GCE and GCSE.
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Assessment Administration Team: responsible for processing all CCEA qualifications which are not GCE and GCSE, for example Key Stage 1-3.
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Centre and Examiner Support Team: responsible for the appointment of examiners and moderators and providing support to schools/colleges.
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Entries, Results and Certification Team: responsible for examination entries, examinations data processing, and processing marks, awards and examination certificates.
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Distribution Operations Team: based in Mallusk and responsible for the packing and distribution of CCEA’s materials.
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Question Paper Production Team: responsible for the production of question papers and modified question papers.
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Qualifications Operations Support Team: responsible for the provision of operational and administrative support for general and vocational qualifications.
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Research and Statistics Team: responsible for carrying out research projects and statistical analysis.
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Financial Services Team: responsible for a range of services including payroll, procurement, financial and management accounting.
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People Services and Equality Team: responsible for recruitment, policy development, and staff learning and development within CCEA.
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Marcomms Team: responsible for marketing, communications and events management.
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Facilities Management Team: responsible for a range of services including room bookings and postal services.
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Van Driving: responsible for delivering materials to and from schools throughout Northern Ireland while working alongside the Exams Processing and Moderation Teams.
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The Selection Process The following outlines the steps in CCEA’s recruitment process for Administrative Assistants: 1. Shortlisting
For Administrative Assistant roles, the process will be application only (an interview will not be required). Once you submit your application it will be assessed against the criteria.
If you meet the criteria for Category 3 (Van Drivers) you will also be required to pass a pre-employment medical (at offer stage).
2. Standing List
Candidates who meet the essential criteria, detailed in the person specification, will be added to the Administrative Assistant Standing List.
The standing list will be sorted randomly, and those on the list will be contacted, in order, as positions become available during the course of the year.
Please be aware that while you may be added to the standing list this unfortunately does not guarantee an offer of employment.
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Person Specification The following list provides an overview of the range of departments within CCEA where temporary posts may be required throughout the year.
Factors
Essential
Essential Criteria for Category 1, 2 and 3 roles
3 GCSEs Grade A-E or equivalent and 6 months experience of working in an administrative/process/operations environment or 1 year’s experience of working in an administrative/process/ operations environment
Essential Additional Criteria for Category 2 roles ONLY involving computer work:
6 months experience of using Microsoft Word and Excel in a work context
Essential Additional Criteria for Category 3 roles ONLY involving Van Driving:
Must be aged between 25 - 75 for insurance purposes Must have a valid Category B driving licence At least one year’s experience of van driving within a work context
Three categories of Administrative Assistant roles are available: •
Category 1 roles involve general administration. All applicants will be considered for Category 1 roles.
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Category 2 roles involve general administration with computer work. To be eligible for Category 2 roles you must complete the additional details section on your application form.
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Category 3 roles involve delivering materials to and from schools throughout Northern Ireland and will also include general administration when no deliveries are required.
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N.B: When noting your relevant experience please ensure you emphasise for the shortlisting panel the specific administration/clerical/process/operations duties associated with that role. Examples can include: • •
Office work Call Centre work
• •
Nursing Distribution work
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Teaching
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Warehouse work
Applicants should note that due to the confidential nature of our work we regret that we are unable to accept applications from individuals taking CCEA Examinations during 2016/2017. However, we will welcome your application in future years.
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Information on Equivalent Qualifications The information provided below is intended to be used as a guide to the equivalence of certain qualifications. This is not a definitive list of all qualifications. If your qualification is not listed you should supply evidence of equivalence for CCEA to consider. CCEA does not provide a non-United Kingdom equivalency service. You must supply evidence of UK equivalency for any non-UK qualifications you may hold.
CCEA (or predecessor bodies) Qualifications
Level 1 Qualifications – deemed to be equivalent to GCSE at GRADES D – G • • • • • •
GCE Ordinary Level (prior to 1977) at grades 7-9 GCE Ordinary Level (1977- 1987) at grades D-E CSE at grades 2-5 Essential Skills Level 1 (Communication or Application of Number or ICT) Key Skills Level 1 Occupational Studies at Level 1
Level 2 Qualifications - deemed to be equivalent to GCSE at GRADES A* – C • • • • • •
GCE Ordinary Level (prior to 1977) at grades 1-6 GCE Ordinary Level (1977- 1987) at grades A-C CSE at grade 1 Essential Skills Level 2 (Communication or Application of Number or ICT) Key Skills Level 2 Occupational Studies at Level 2
Level 3 Qualifications - deemed to be equivalent to GCE A Level • •
GCE A Level grades A-E Advanced Extension Awards (AEAs)
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Other Qualifications
Qualifications deemed to be below GCSE •
RSA/OCR Stage 1
Level 1 Qualifications – deemed to be equivalent to GCSE at GRADES D – G •
NVQ Level 1/GNVQ Foundation equivalent to four GCSEs, grades D-G.
Level 2 Qualifications - deemed to be equivalent to GCSE at GRADES A* – C • • •
RSA/OCR Stage 2 NVQ Level 2/GNVQ Intermediate is considered equivalent to four GCSEs at grade C or better BTEC/EDEXCEL First Certificate or Diploma is considered equivalent to four GCSEs at grade C or better
Level 3 Qualifications - deemed to be equivalent to GCE A Level • • •
RSA/OCR Stage 3 NVQ Level 3/GNVQ Advanced is equivalent to two GCE A Levels BTEC/EDEXCEL National Certificate or Diploma is considered equivalent to 2 A Levels
Level 4 or Above • • • • •
BTEC/EDEXCEL Higher National Certificate or Diploma NVQ Level 4 Foundation Degree Bachelor Degree Masters Degree
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Conditions of Appointment Appointment:
The appointment will be made by the Council for the Curriculum, Examinations and Assessment acting in accordance with its powers under the Education and Libraries (Northern Ireland) Order 1993 and its Recruitment Code and procedures. All appointments are subject to a satisfactory assessment of any criminal conviction disclosure. On the first day, appointed candidates must supply proof of eligibility to work in the UK and evidence of educational qualifications (where applicable).
Term:
CCEA is establishing a standing list for Administrative Assistants (temporary positions) to support our teams during peak periods. We will have a number of short term contracts available on a full-time and part-time basis lasting up to 12 weeks between 1 April 2016 - 31 March 2017.
Location:
Posts may be based in either of our three offices in Clarendon Dock, Belfast, BT1 3BG, or at our site in Mallusk: Grange Park Industrial Estate, Trench Road, Mallusk, BT36 4LA.
Car parking:
Unfortunately, CCEA has only a limited car parking facility for staff. However convenient car parking is available nearby at reasonable rates.
Requirements:
See the Person Specification for full details on essential criteria.
Working hours:
Employment will be of a full-time or part-time nature. Full time hours: 36¼ hours per week, excluding lunch breaks. Full-time work may vary depending on the department; however, the majority will involve either Monday – Friday 9.00am - 5.00pm or 8.30am - 4.30pm. Part time hours: 18¾ hours. Part-time work will involve working Monday – Friday, either mornings (8.30am -12.15pm) or afternoons (1.00pm - 4.45pm). Part time hours are only available during May – July. There are no options for working less than 5 days per week (Monday - Friday).
Salary:
Wages are £7.20 per hour, equivalent to £261.00 per week full-time (36¼ hours) or £135.00 per week part-time (18¾ hours). Salaries will be paid monthly by BACS i.e. paid directly into your bank account.
Pension
In line with pension auto-enrolment legislation, we will conduct an assessment of your eligibility for auto-enrolment and will advise you of your status. You will receive a seperate letter about this. Due to operational needs there is limited opportunity to request and take leave during these contracts. Leave will be calculated on a pro-rata basis (on the length of contract). Any leave not taken will be paid at the end of the contract.
Annual leave:
Contract:
A contract of employment containing full Terms and Conditions will be issued to appointed candidates.
Closing date:
Your completed application and equal opportunities monitoring form can be sent via email to
[email protected] or returned in an envelope addressed to: The Monitoring Officer, CCEA, 29 Clarendon Road, Clarendon Dock, Belfast, BT1 3BG. Applications must be received no later than 4.30pm on Friday 5 February 2016.
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