Job description

Band 4 Personal Assistant

Band 4 Personal Assistant required for a large public sector organisation based through the Belfast Trust.

Salary: £11.53 p/h

Location: Franklin Street

Hours: 37.5 hours per week

Duration: Ongoing

JOB SUMMARY / MAIN PURPOSE:

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.

KEY DUTIES / RESPONSIBILITIES

1. 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.
2. Establish, maintain and implement office procedures and create an effective filing system for the office in line with Records Management requirements.
3. 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.
4. 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.

5 Draft correspondence and reports as required on behalf of the Director of HR&CS and Assistant Directors of HR.

6. 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.
7. 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.

8.To deal with the receipt, distribution and action of all mail and correspondence.

9. To provide cover for other members of the HQ PA team as and when required.

ESSENTIAL CRITERIA

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

HNC/HND or equivalent/higher qualification in an administration related field AND 1 years relevant experience in a secretarial/administrative role

OR

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, organising travel and communication with all levels in the organisation *

At least six months' experience using Microsoft Office, including Powerpoint, Excel, Outlook and Word.

RSA Stage II (both parts) typing or word processing or equivalent

OR

1 years word processing experience in an office I work environment

Ability to create, develop and maintain effective working relationships with colleagues and work contacts external to the organisation.

Skills / Abilities

1. Ability to work on own initiative.
2. Ability to work in a team.

BELSL

If you are interested and available for this position, please upload your CV to the link or contact Hannah Fitzsimons. Hannah.Fitzsimons@staffline.co.uk

To be shortlisted for this role all applicants MUST meet the essential criteria. Please note that these roles may be filled quickly but your CV will be kept on file for future similar roles. As there are so many applications, unsuccessful candidates may not be contacted.

Successful candidates may need to apply for an Access NI Certificate with Staffline regardless if you already have a valid certificate. It will be a cost of between £18 - £33 depending on clearance level.