Job Role:  Personal Assistant to the Assistant Director (Children & Young People’s Family)

MPA are currently recruiting for their large public sector client in the Belfast area for a Band 4 Personal Assistant to the Assistant Director.

The post holder will be required to provide a high-level Personal Assistant support service to Assistant Director and other Senior Staff, as required) in an efficient, effective and high-quality manner. The post holder will be accountable to the Assistant Director on a day-to-day basis.  He/she will be responsible for the effective and efficient delivery and coordination of their own workload and for ensuring necessarily follow up actions and deadlines are met.

Location –Dunmurry

Hours of Work – 37.5 hours per week (Monday to Friday – 9am to 5pm)

Salary - £13.57 per hour

What the role entails:

• Responsible for the organisation and provision of personal assistant duties and support to the Assistant Director/Senior Staff.  This will include diary management, dictation, word processing, minute taking, mail management, file maintenance and the preparation of papers, reports, briefings etc
• Providing administration support for the SBNI Southeastern Area Panel.   This includes scheduling meetings, taking minutes, preparing action logs and matters arising for approval by Chair and Vice Chair.    Arrange Conferences, Workshops and Seminars as directed by the Chair.  Liaising with Panel members and organisations.  Providing administration support for the Southeastern Outcomes Group.   This includes scheduling meetings, taking minutes, preparing action logs and matters arising for approval by Chair.  Arrange Conferences, Workshops and Seminars as directed by the Chair. Liaising with Panel members and organisations. 
• Obtain, collate and put into report form statistics and information for the Delegation of Statutory Functions and Corporate Parenting report for Children’s Services Directorate.  This includes Child Health, Safeguarding and Cared for Children.
• Responding to Assistant Director’s queries from HSCB re the DFS Corporate Parenting report in a timely manner.
• Organise meetings, workshops and conferences internally and externally ensuring accommodation is booked, equipment is available, and hospitality is ordered.
• Monitor and take action in relation to Complaints received.
• Checking SOSCARE regarding service user queries and take appropriate action.
• Electronic diary management, make appointments and arrange meetings as required by Assistant Director.

• Bringing outstanding invoices to the attention of the Assistant Director for approval and processing invoices for payment. 

Essential Criteria:

Four GCSEs (Grade C or above) including English Language or equivalent and one year’s secretarial experience

or

two year’s secretarial experience

experience to include diary management, servicing, including minute taking, of high level management or committee meetings)

OCR Level II Test Processing, or equivalent.

Hold a current full driving licence which is valid for use in the UK and have access to a car on appointment. This criteria will be waived in the case of applicants whose disability prohibits driving but who have access to a form of transport approved by the Trust which will permit them to carry out the duties of the post

Working experience in the use of Microsoft Office Suite (to include:- word, excel,  power point) and Microsoft Outlook

Excellent communication (verbal and written), organisational and time management skills.

The ability to apply knowledge and experience of administrative system to a range of activities that are subject to changes in both nature and demand.  This will involve solving work related problems and handling first line queries

Knowledge and experience of relevant administrative systems and procedures as well as awareness of the needs of the users of administrative services.