Job description
Job Role: Personal Assistant to Chief Executive
The postholder will provide support to the Director in an efficient, effective, and high-quality manner and to act as a conduit between the Director, Deputy Director, local offices and all other organisations, to ensure that effective communication is in place at all times.
The post holder will be responsible for co-ordinating a workload which will meet the demands of the Director where appropriate. Prioritise workload and follow up action ensuring all deadlines are met.
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Location- Belfast
Hours of Work- 37.5 hours per week. Mon - Fri (9:00am -5:00 pm)
Salary- £11.53
What the role entails:
- To co-ordinate the workload of the Chief Executive and Chair, to include diary management, word processing, mail management, file maintenance and the preparation of reports, briefings etc. using Microsoft Office software.
- Establish, maintain and implement office procedures and create an effective filing system for the office in line with Records Management requirements.
- To take appropriate action in relation to mail, telephone and other enquiries, ensuring effective messaging and “bring forward” systems are in place and that the necessary follow up action is undertaken
- To service meetings as appropriate, including the preparation and timely issue of agenda and papers, production of minutes and progression of business. This will also include providing assistance and support in the use of communication technologies including video conferencing.
- Draft correspondence and reports as required on behalf of the Chief Executive and Chair.
- To be responsible for raising requisitions using the e-Procurement System as required for the Chief Executive/Chair’s Office.
- To maintain effective working relationships and appropriate communication networks with key stakeholders both internal and external to the organisation and
Essential Experience:
GCSE Maths and GCSE English (A-C) OR equivalent qualification to demonstrate literacy and numeracy OR higher qualification
AND
2 A ‘Levels OR equivalent qualification OR higher qualification.
AND
18 months relevant experience*
OR
HNC/HND or equivalent/higher qualification in an administration related field AND 1 year’s relevant experience in a secretarial/administrative role.
OR
3 years’ relevant* experience in a secretarial/administrative role in an office-based environment.
*Relevant experience is defined as working in a secretarial role to include typing, diary management and communication with all levels in the organisation
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AND
At least 6 months experience in servicing meetings to including drafting agenda, note taking, compiling action logs etc.
At least six months’ experience using Microsoft Office, including PowerPoint, Excel, Outlook and Word.
RSA Stage II (both parts) typing or word processing or equivalent OR 1 year’s word processing experience in an office I work environment.