PA/ Secretary to Directors

PA/ Secretary to Directors - Belfast

Full-Time | £20.02 per hour

Why Join Us?

• Fantastic Opportunity - to be responsible to the appropriate director, through the Executive Support Officer, for the provision of the full range of Personal Assistant (PA) / Secretarial duties, for arranging appointments, filing, typing, shorthand, audio typing, photocopying and other relevant duties
• 37 hours per week

About the Role

We are seeking a PA/ Secretary to be responsible for composing and typing confidential letters, reports, either on own initiative or in accordance with general or specific directions, or as prepared or dictated by the directors and DMT, for legal opinions, reports, presentation of briefs for counsel or consultants for signature by the director and DMT as required

Key Responsibilities

1. To open and record all private and confidential mail sent to the director and DMT and departmental mail as required including monitoring and appropriate actioning of the director's emails.
2. To arrange appointments, meetings, workshops and other work-related events. In the absence of the directors and DMT, meeting with callers asking to see them and advising them appropriately.
3. To assist with the preparation of committee reports within the deadlines involved.
4. To maintain the personal manual and electronic filing systems and diary of appointments for the directors and DMT.
5. To filter telephone calls for the directors and DMT and make calls as required on their behalf.
6. To deal with members of the council, Members of the Local Assembly (MLAs), Members of Parliament (MPs) and other elected representatives and liaise between the Strategic Director, DMT and other senior and departmental managers.
7. To deal with complaints and enquiries from the general public and liaise with other council departments and outside agencies as necessary including monitoring of complaints and Freedom of Information requests to ensure timely response on the behalf of the directors or appropriate DMT manager.

Essential Criteria

Applicants must, as at the closing date for receipt of application forms:

• have five GCSEs (grades A C) including English or equivalent qualifications or have passed the computer-based assessment test for Scale 3 clerical roles; and
• be able to demonstrate on the application form, by providing personal and specific examples, at least two year's relevant experience in each of the following areas:

1. diary management, including arranging meetings and appointments, and liaising with senior managers, elected members or board members.
2. carrying out secretarial and administrative duties to strict deadlines including maintaining filing systems and responding to queries from a range of elected representatives; and
3. supervising administrative staff daily within an office environment.

How to Apply

If you meet the essential criteria, apply now by uploading your CV via the link or contact Robyn Barry at [email protected].

Additional Information

• Access NI Clearance may be required (£16-£32 fee)
• Only applicants meeting the essential criteria will be considered
• Due to high application volumes, only shortlisted candidates will be contacted

Apply today!