Committee Executive Officer in Belfast

Location: Mainly working from home, with approx 1 day a month in the Office. Belfast.

Duration: Temporary, covering long-term sick leave

Salary: £38,920.92 per annum

Hours: Full-time, with flexibility considered for the right candidate

This is an excellent opportunity for an experienced administrator with strong organisational skills, excellent attention to detail and the ability to handle complex and highly sensitive information.

The successful candidate will provide high-level administrative support, including the organisation of committee and negotiation meetings, preparation of agendas and minutes, coordination with senior stakeholders and support for an annual conference.

Key Responsibilities

• Provide high-level administrative support for committee and negotiation meetings and the annual conference.
• Organise and coordinate meeting agendas, briefing agendas, reports and supporting documentation.
• Attend meetings when required and take, draft and prepare accurate minutes and notes.
• Collate reports and relevant information for meetings.
• Manage and accurately record attendance at meetings.
• Coordinate diary dates with senior staff, government offices and senior departmental officials.
• Draft notes, reports and other documentation, ensuring information is carefully checked for accuracy.
• Develop an understanding of key issues, procedures and preferred working styles.
• Coordinate meetings and manage complex relationships with a range of internal and external stakeholders.
• Systematically organise information and ensure documentation is maintained accurately.
• Manage and prioritise a varied workload, often working to competing deadlines.
• Work effectively as part of a small team as well as with wider teams.
• Demonstrate a high level of IT literacy and use relevant systems and software effectively.
• Follow established procedures and recognise when it is necessary to seek advice or clarification from senior staff.
• Handle highly sensitive and confidential information with discretion and professionalism.
• Organise and manage committee meetings, including checking relevant policies and procedures.
• Prepare agendas incorporating relevant motions, sections and speakers.
• Develop an understanding of relevant standing orders and ensure these are appropriately followed.
• Coordinate with speakers regarding presentations and other conference requirements.
• Assist with the organisation and delivery of the annual conference.
• Attend committee meetings and monthly negotiation meetings in person when required.
• Attend occasional Saturday meetings where required. These will be paid at the applicable rate and/or time off in lieu provided.

Essential Criteria

• Strong administrative and organisational experience within a professional environment.
• Excellent attention to detail and the ability to produce accurate, high-quality written work.
• A high level of IT literacy and confidence using relevant software and systems.
• Excellent written and verbal communication skills.
• The ability to manage and prioritise competing workloads effectively.
• The ability to coordinate meetings, agendas, diaries and supporting documentation.
• The ability to work independently while also contributing effectively as part of a small team.
• The ability to build and maintain effective working relationships with senior colleagues and external stakeholders.
• The ability to handle highly sensitive and confidential information with discretion.
• The ability to follow established procedures while recognising when advice or guidance should be sought from senior staff.
• A systematic and organised approach to managing information and documentation.
• The ability to work flexibly and attend meetings in person when required.

Experience working within a committee, policy, professional representative or similarly complex environment would be advantageous.

If you wish to apply or would like more information, please email your CV to Caroline at [email address]. Please ensure your CV is accurate and up to date, including your full employment history, qualifications and current contact details. All details will be treated in the strictest confidence.

Apple Recruitment Services is acting as an Employment Business in relation to this vacancy. Apple Recruitment Services is an Equal Opportunities Employer.