Personal Assistant

About the Role:

MPA Recruitment is currently recruiting on behalf of our public sector client for an Admin / Personal Assistant (Band 4) based in Belfast.

This is an excellent opportunity for an experienced administrator to provide high-level Personal Assistant support to a Commissioning Lead within a busy healthcare environment. The successful candidate will be responsible for coordinating workloads, managing communications, supporting meetings, and ensuring effective administrative processes are maintained at all times.

The role requires excellent organisational skills, the ability to work independently, and experience handling confidential information with professionalism and discretion.

Key Responsibilities:

Personal Assistant & Administrative Support

• Provide comprehensive Personal Assistant support to the Commissioning Lead.
• Manage complex diaries, appointments, meetings, and correspondence.
• Prepare reports, briefing papers, presentations, and other documentation.
• Establish and maintain effective office procedures and filing systems in line with records management requirements.
• Undertake research, collate information, and prepare reports as required.
• Draft correspondence and documentation on behalf of the Commissioning Lead.
• Maintain effective communication channels with internal and external stakeholders.

Meeting Coordination

• Organise and service meetings, including preparing agendas and supporting documentation.
• Attend meetings and accurately record minutes.
• Ensure timely distribution of meeting papers and minutes.
• Follow up on actions arising from meetings and monitor progress.

Communication & Stakeholder Liaison

• Act as a key point of contact for enquiries via telephone, email, and correspondence.
• Manage incoming and outgoing mail and ensure appropriate action is taken.
• Liaise with the Department of Health and other external organisations on behalf of the Commissioning Lead.
• Maintain professional working relationships with key stakeholders across the organisation and externally.

Information Management

• Maintain accurate filing systems and records.
• Input, retrieve, and manage information from databases and other information systems.
• Ensure confidentiality is maintained when handling sensitive information.
• Operate effective bring-forward and follow-up systems to ensure deadlines are met.

What We’re Looking for?

Essential Criteria

Applicants must meet one of the following qualification and experience combinations:

• GCSE English and Maths (Grade A-C) or equivalent qualification demonstrating literacy and numeracy, plus:
  • 2 A Levels (or equivalent/higher qualification) and 18 months relevant administrative experience,

OR

• 3 years relevant administrative experience.

Relevant experience should include:

• Word processing.
• Diary management.
• Filing, storage and retrieval of information.
• Working as part of a team.

In addition, applicants must have:

• RSA/OCR Stage 2 Word Processing (both parts) or at least 18 months word processing experience.
• Minimum of one year's experience within the last three years using Microsoft Office, including Word, Excel, and Outlook.
• Experience inputting and retrieving information from databases or information systems.
• Experience of minute taking.
• Ability to handle confidential and sensitive information with discretion and diplomacy.
• Ability to work effectively on own initiative and as part of a team.

Additional Information:

• An Access NI Check may be required for this role.

What we can offer you:

• Weekly pay.
• Holiday pay.
• Ongoing support from a dedicated MPA Recruitment Consultant.
• Opportunity to gain valuable experience within a leading public sector organisation.
• Full-time office-based position with regular working hours.
• Potential for contract extension depending on service requirements.

Why Apply?

• Join a busy and professional healthcare environment.
• Develop your skills supporting senior management.
• Gain valuable public sector experience.
• Work within a supportive and collaborative team.
• Build experience in diary management, stakeholder engagement, and executive support.

MPA Recruitment is an equal opportunities employer.