JOB DESCRIPTION

JOB TITLE Personal Assistant / Part time (flexible days and hours) / 20 hours a week

BAND 4

DIRECTORATE (Various)

INITIAL LOCATION Trust Headquarters, Knockbracken Belfast or Ballymena

REPORTS TO Assistant Director

ACCOUNTABLE TO Director

ESSENTIAL CRITERIA

5 GCSEs at grade C or above, including English/English Language and Math, or equivalent educational qualifications AND a minimum of 2 years' experience in an administrative or secretarial position to include experience of Microsoft Office Professional Suite or equivalent e.g. Word processing, creating spreadsheets, email management, creating databases, PowerPoint presentations.

OR:

Three years' experience in an administrative or secretarial position to include experience of Microsoft Office Professional Suite or equivalent

e.g. Word processing, creating spreadsheets, email management, creating databases, PowerPoint presentations.

Other:

Hold a current full driving license 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.

JOB SUMMARY

KEY DUTIES / RESPONSIBILITIES

To provide daily administrative and secretarial support functions, including drafting and typing letters, audio typing, data inputting and processing, email management, records management etc.

To organise and maintain diaries as required and to ensure the Director/Assistant Director is well prepared for meetings with relevant supporting agenda and paperwork.

To utilise Microsoft Office applications in order to produce high quality documents, presentations and reports as required.

To deal with incoming emails and general correspondence and ensure effective and timely management of same, ensuring that action is taken and issues prioritised.

To manage telephone calls, enquiries and requests from internal and external stakeholders as required, ensuring that action is taken and issues prioritised.

To ensure that all information is produced in line with current legislation requirements and policies/procedures within the Trust, in a timely, accurate and confidential manner.

To provide administrative services for specific Committees, meetings and projects including organising of meetings, issuing of agendas, supporting documentation and initiating follow-up actions as required. Minute/note taking responsibilities as directed.

To devise and maintain office administration systems to deal efficiently with paper flow; organising and storing paperwork, documents and computer based information e.g. monitoring/brought forward systems, management information systems, filing systems etc.

To monitor and request orders relating to Office stationery to ensure adequate supplies are maintained.

To arrange travel and accommodation requirements; and provide administrative support to Workshops/events, as required.

To ensure verification of invoices e.g. travel arrangements, course attendance, and accommodation and hospitality purposes.

To welcome visitors, corporate guests and arrange/provide hospitality as required.

Staff Management

To supervise and delegate work to subordinate staff on a day-to-day basis as required, ensuring that all tasks are carried out to agreed quality and time targets.

To provide training in own discipline to less experienced members of staff if and when required.

To participate on selection and interview panels as required.

General

To ensure that statutory regulations and Trust policies and procedures are implemented and adhered to at all times.

To take part in staff development programmes and annual development reviews and/or undertake further training if and when required.To act at all times in a manner consistent with legislation, policy and procedures in respect of Equality and Diversity.

To work to the mission and values of the Trust and display high standards of integrity and professionalism towards clients and colleagues.

To continuously develop and update own knowledge and skills within the job role and contribute to setting own work objectives.

Possess excellent communication and interpersonal skills in order to work effectively with clients and colleagues at all levels, both internally and externally.

Proven ability to work as a member of a team, and on own initiative.

Ability to prioritise workload and to work to tight timescales.

To undertake any other duties relevant to the post as may be assigned from time to time which are consistent with the responsibilities of the Band.

How to Apply
If you meet the essential criteria and are interested in this opportunity, please upload your CV via the link provided. Zuzana Dojcsarova will contact shortlisted candidates to confirm the next steps.

Successful candidates may need to apply for an Access NI Certificate through Staffline, even if they already possess a valid certificate.