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| Type: | Full Time |
| Required Skills: | Degree or equivalent experience in subject area that demonstrates exemplary written English skills, assimilation of information and academic aptitude. |
The States Greffe is seeking to recruit a Secretariat Officer to join our team of professional minute writers within the Specialist Secretariat. The team is responsible for the production of the official independent records of Government meetings and the quality assurance of Ministerial Decisions in line with relevant legislation, Government and parliamentary procedures. A mastery of language, a passion for writing, attention to detail and the capacity to analyse complex written and spoken content are essential, together with the ability to work autonomously.
If you are interested in finding out about the work of the States Greffe Specialist Secretariat please contact Kate Larbalestier, Principal Secretariat Officer on 01534 441025 or email k.larbalestier@gov.je.
Job Purpose
Deliver an impartial, highly professional and specialist service working as part of a team producing the official records of meetings of a range of States appointed and Government bodies (which are internally categorised in respect of priority and complexity of service from 1 to 3). In a pivotal middle management position the post-holder will work to support senior colleagues (Category 1 bodies) and on service development projects, whilst holding accountability for producing official records within their own portfolio (bodies in Categories 2 and 3) and line managing, coaching and delegating to more junior colleagues (Category 3).
Fulfil an important role in the production and recording of official Ministerial Decisions through a complex Government-wide system, including responsibility for quality control of official decision summaries for authorisation by the relevant Minister. In doing so, ensure that the official decision is unambiguous, technically coherent, compliant with relevant legislation and Government and parliamentary procedures, and that matters for the States Assembly are correctly processed and expedited.
Statutory Responsibilities
Active engagement, participation and compliance with any other statutory responsibilities applicable to the role, as amended from time to time, such as Data Protection.
This role is politically restricted. The jobholder is not permitted to undertake political activity involving standing for election to the States or as a Parish Constable, or publicly supporting someone who is standing for election or playing a public part in any political manner.
Job Specific Outcomes 1 of 2
1. Flexibly and to a reliably high standard, support the work of Senior Secretariat Officers in the production of official records of meetings of the team's Category 1 States appointed and Government bodies, including acting independently on their behalf as delegated to provide appropriate service resilience and additional capacity during periods of elevated demand.
2. Hold accountability for analysing and interpreting often complex, technical, sensitive and confidential information to produce the impartial, accurate and robust official written record of summarised discussions and decisions made at meetings of the team's Category 2 and 3
States appointed and Government bodies. In doing so upholding the reputation and integrity of the States Assembly, Government of the Island and States Greffe as such records are liable to generate external scrutiny.
3. Ensure compliance with Service Level Agreements and promote the efficient and effective functioning of the bodies serviced. In doing so provide authoritative and trusted expert advice and guidance as appropriate to those bodies, including to States Members and senior officials, on relevant procedural obligations to enable their proper functioning. In the highly political and/or statutory context the role functions within, service and advice provided underpins good governance and must therefore be exemplary and enhance the operations of those bodies.
4. Analyse and interpret often complex, technical and/or sensitive reports submitted by officials to contribute to the quality assurance of official Ministerial Decision summaries on behalf of Government departments. This must ensure all Decisions are procedurally correct, unambiguous and compliant with relevant governance arrangements, legislation (in particular but by no means restricted to Data Protection considerations) and parliamentary procedures before presentation to Ministers for formal signing. In doing so use astute judgement as to the appropriate referral of matters upwards and in influencing senior colleagues.
5. Ensure matters arising from Ministerial Decisions for consideration by the States Assembly in due course are identified and correctly expedited to meet political and statutory obligations.
6. In engaging with the complex production process of Ministerial Decision summaries support more junior colleagues as required and co-ordinate with multiple States Greffe and external department colleagues. In doing so ensure impeccable accuracy, communication, transparency and efficiency to help uphold the reputation of the States and Government of Jersey.
7. Communicate effectively and proactively with other senior colleagues to promote constructive and collaborative working across the wide range of States Assembly and Government appointed bodies, as well as with Government officials.
8. Manage a dynamic, technically challenging day-to-day workload in a highly professional and efficient manner, completing (and delegating where appropriate) all tasks to meet deadlines and ensuring compliance with all statutory requirements, to ensure effective service delivery and attainment of departmental and personal objectives in a sensitive political environment.
9. Line manage the role of Assistant Secretariat Officer, setting and monitoring individual objectives to encourage professional development and ensure delivery of an exceptional service.
10. Lead and contribute to other wider departmental projects to deliver the broader strategic and business objectives of the States Greffe.
Please find the full job description 
JD Secretariat Officer.pdf and link to apply here.
