Scale 6 Personal Assistant

MPA Recruitment are working in partnership with their public sector client to recruit a Scale 6 Personal Assistant for a full-time position, temporary in the Lisburn area.

Duties and responsibilities:

Office Management & Administrative Support for Executive Directors

• To provide an effective and flexible Personal Assistant service and administrative support function to support Executive Directors in the discharge of their role.

• To provide an effective telephone, diary and time management service for Executive Directors including the timely preparation and provision of associated papers and the prioritisation of requirements.

• To co-ordinate organisation of appointments, project meetings and regular meetings to include venues and hospitality.

• To provide a ‘Strictly Confidential’ secretarial service to Executive Directors and Senior Managers, facilitating a range of internal/external meetings including the production of agenda, minutes, action plans and reports.

• To monitor, prioritise and follow-up on email and other correspondence to ensure all matters are dealt with in a timely manner.

• To collate confidential paperwork and associated correspondence, maintaining electronic and hardcopy filing systems as appropriate.

• To manage individual and contribute to team workloads whilst maintaining standards of accuracy and timeliness when faced with deadlines and/or changing priorities.

• To develop and maintain effective administrative systems to facilitate the instant retrieval of key documentation/information.

• To prepare and design a range of reporting formats to support governance activities related to projects and programmes.

• To provide administrative support to Executive Directors and Senior Managers undertaking investigations including but not limited to fraud, discipline and grievance.

• To support Executive Directors and Senior Managers in project research.

• To develop and maintain effective working relationships with key stakeholders internal and external) to ensure that key information can be sourced quickly and deadlines met.

Essential Criteria:

Applicants must provide evidence by the closing date for application that they have:

• 5 GCSEs at Grade C or above (or equivalent) including English Language.

• RSA Stage III word processing or equivalent.

• At least 1 years’ experience as a personal assistant working directly to Executive and/or Non-Executive Directors.

• Experience using MS packages including Word, Excel, PowerPoint and Access.

• Demonstrate:
  • excellent planning and organisational skills.
  • ability to work under pressure of multiple deadlines.
  • strong interpersonal and influencing skills.
  • ability to develop and maintain productive working relationships.
  • deliver high quality work with excellent attention to detail.
  • a strong customer orientation.

• Possess a current driving licence or have access to a form of transport that will permit the candidate to meet the requirements of the post in full.

Desirable Criteria:

• Have worked as a personal assistant within a public sector body.

• RSA Stage III Audio Typing.

• Private & Executive Secretary’s Diploma or equivalent third level qualification.

36.25 hours per week

Lisburn

£13.12 per hour

Full job description can be received upon registration.

I am keen to have an initial discussion with anyone who feels this could potentially be of interest. Please contact Fiona O’Kane at MPA Recruitment on +44 (0)28 952 111 11 or send an up to date CV via the link provided to speak further about this opportunity.