FOI 42-25: Information regarding the description of duties and responsibilities of the Officer of the Assembly Audit Committee

Information Standards Freedom of Information Response

23 July 2024
Our ref: FoI 42-25

 

Freedom of Information Act 2000 (“FOIA”)

I am writing to confirm that the Northern Ireland Assembly Commission (Assembly Commission) has processed your request dated 24 June 2025 in line with the Freedom of Information Act 2000 (FOIA). In your request, you asked:

“In accordance with the Northern Ireland Public Services Ombudsman Act and Northern Ireland Assembly Commission Complaints Policy and Procedure I contacted the Commission Complaints Officer, requesting disclosure of information: the description of duties and responsibilities of the Officer of the Assembly Audit Committee.”

 

Our response

The Assembly Commission holds information in relation to your request. The Officer of the Assembly Audit Committee is employed as an Assistant Assembly Clerk. The duties and responsibilities of Assistant Assembly Clerks are matters of public record and are included for your convenience at Appendix 1.

 

Further Information

You have the right to request an internal review of this decision by the Assembly Commission. If you wish to request such a review, please write to me at the above address.  If, after that review, you are dissatisfied with the way in which the Assembly Commission has handled your request for information, you may complain to the Information Commissioner’s Office (ICO) at Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.

Your request for information and our response may be published in the disclosure log maintained by the Assembly Commission under a publication scheme agreed with the ICO. The request and our response will be anonymised. 

 

Yours sincerely

INFORMATION STANDARDS

 

 

 

Appendix 1: Duties and responsibilities of an Assistant Assembly Clerk

The duties and responsibilities of an Assistant Assembly Clerk are as follows:

 

  • Leading, managing and developing individual staff members or a small team to ensure the delivery of team objectives and front-line services to a range of stakeholders, including by providing appropriate induction, training and development as required.
  • Assisting the Assembly Clerk/Senior Assistant Clerk(s) in developing and providing briefing papers and advice on procedural and other matters relating to the management of Assembly business.
  • Drafting outgoing correspondence and reports for publication in line with Assembly standards and accessibility guidance.
  • Undertaking research and investigatory work, providing timely and accurate analysis and recommendations to assist with complex issues relating to plenary and committee scrutiny of legislation, policies, reports and briefing documents.
  • Supporting processing of primary legislation at each stage, including monitoring plenary, processing amendments and providing advice and draft briefing on procedural issues for the Assembly Clerk/Senior Assistant Clerk, facilitating the tabling of amendments and the publication of Bills and Acts.
  • Engaging with departments and other stakeholders to manage issues in the conduct of plenary proceedings, the management of legislation and the conduct of committee business under the direction of the Assembly Clerk/Senior Assistant Clerk.
  • Supporting plenary sittings, including monitoring and overseeing the progress of those sittings, taking remedial action where necessary to ensure their smooth conduct; and reviewing those sittings in order to identify issues which need to be considered and addressed. Preparing initial drafts of key documents including speeches for Members, etc.
  • Ensuring the accurate and timely production of minutes for committee meetings for publication, to reflect the key decisions and actions of the Committee.
  • Taking part, as required, in meetings and discussions with committee chairs and Assembly Members.
  • Supporting the Assembly Clerk/Senior Assistant Clerk(s) in assisting the scrutiny of legislation both in committee meetings and in plenary, including the first draft of a committee report on a bill.
  • Attending, participating in and managing meetings, visits and other events in support of the work of the Assembly; ensuring these are carried out effectively and that accurate records of business are maintained.
  • Developing and maintaining effective relationships with key stakeholders, including Members, colleagues from across the Assembly Commission, officials from Executive departments, other external stakeholders and members of the public.
  • Drafting and approving information for publication on social media platforms and the Assembly webpages and ensuring that this information is up to date and fit for purpose e.g. managing the Committee’s social media account.
  • Quality assuring the work of staff to ensure compliance with legislation, Standing Orders and other procedural guidance in order to meet agreed service standards.
  • Checking and approving purchase orders and invoices in line with organisational policy and within approval levels.
  • Assisting the Assembly Clerk/Senior Assistant Clerk in the management of financial budgets as required.
  • Effectively using Microsoft Office and bespoke internal Assembly software systems and databases to carry out work including the production of reports and documents.
  • Managing information and records in accordance with established policies and statutory requirements.
  • Contributing to the delivery of appropriate projects through participation in working groups and providing advice as requested.
  • Complying with all of the Assembly Commission’s staff policies and procedures including Equal Opportunities and Dignity at Work policies and procedures and all mandatory training requirements.
  • Displaying an appropriate understanding of the wider political environment; what the Assembly does and how our role fits in; and the level of public scrutiny to which the actions and decisions of Assembly staff are exposed. This requires impartiality, integrity and political sensitivity.
  • Carrying out other duties that the Assembly Commission reasonably requires.