Band 4 PA
Staffline Recruitment has been appointed as HSCNI's recruitment partner of choice for Admin, clerical and Support Services.
BELSL / Band 4 PA to Director's
Rate of Pay: £11.20phr
Duration: Autumn 2021 with possible extension
The postholder will provide a full PA and administrative supporting role to the Director of HR&CS and the 2 Assistant Directors of HR. He/she will also provide cover for colleagues which may include provision of personal assistant duties and support to the Chairman and Chief Executive.
To co-ordinate the workload of the Director of HR&CS and Assistant Directors, 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 which may include SMT/BSO Board meetings, 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 Director of HR&CS and Assistant Directors of HR.
To be responsible for raising requisitions using the E Procurement System as required for the Chair/Chief Executive's Office and the Directorate of HR&CS.
To maintain effective working relationships and appropriate communication networks with key stakeholders both internal and external to the organisation and present a professional image appropriate to the office of the Chairman/Chief Executive/Director of HR&CS and Senior Staff.
To deal with the receipt, distribution and action of all mail and correspondence.
To provide cover for other members of the HQ PA team as and when required.
Experience and Qualifications:
1a) 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 in a secretarial/administrative role OR
1(b) HNC/HND or equivalent/higher qualification in an administration related field AND 1 years relevant experience in a secretarial/administrative role OR
1(c) 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
2 At least 6 months experience in servicing meetings to including drafting agenda, note taking, compiling action logs etc
3 At least six months' experience using Microsoft Office, including Powerpoint, Excel, Outlook and Word. 4 RSA Stage II (both parts) typing or word processing or equivalent OR 1 years word processing experience in an office I work environment
Skills & Abilities
Ability to create, develop and maintain effective working relationships with colleagues and work contacts external to the organisation.
Ability to work on own initiative.
Ability to work in a team.
At least 6 months experience in providing support in the use of communication technology to facilitate meetings, presentations and video conferencing etc