Personal Secretary

Pay Rate: £15.83 per hour

Location: Bangor, Rathgael House

Start Date: 5th October 2026

Expected Duration: 31/03/2027

Working Hours: Monday - Friday 9am - 5pm

Requirements: 5 GCSE'S C and Above (Including Maths and English), 2 A Levels C and Above

Main Duties include:

• Diary Management
• Accurately organising and monitoring both senior officers' diaries on a daily basis.
• Meeting with each senior officer regularly to discuss, prioritise and action diary commitments, cancellations and rescheduling appointments.
• Liaising with attendees to determine times, durations and venues for meetings.
• Booking rooms and venues and arranging for or providing hospitality, as necessary.
• Copying and collating papers and ensuring that the required briefing and equipment is available.
• Making the necessary security arrangements, along with meeting, greeting and escorting visitors.
• Making cost-effective travel and accommodation arrangements through internal branches or directly with service providers.
• Information Management
• Answering and vetting all incoming telephone calls based on knowledge of caller or issue(s) raised.
• Proactively managing emails, correspondence, papers, faxes, etc. and identifying those requiring urgent action.
• Bringing important target dates and issues to both officers' attention on an ongoing basis.
• Logging the various information types received and issued into electronic postbook(s).
• Typing, compiling and issuing emails, letters, acknowledgements, minutes, memos, faxes, tables, presentations, charts, slides and reports.
• Scanning, reformatting and updating documents, standardising layouts and creating templates and databases.
• Managing all emails, documents, correspondence, papers and files, in both paper and electronic filing systems.
• Researching information sources such as the intranet/internet, Hansard or press articles.
• Staff Supervision
• Providing advice and guidance on systems and procedural issues, particularly to staff providing cover.
• Providing secretarial cover as part of a team within ETI.
• Communication
• Establishing a close working relationship with both senior officers and secretarial/administrative colleagues.
• Communicating effectively in order to meet targets and deadlines.
• Miscellaneous
• Maintaining expenditure records in relation to hospitality, stationery, training and mobile phones.
• Preparing expense claims for both senior officers.
• Monitoring the level of stationery supplies and office consumables and reordering, as required.
• Acting as secretariat of meetings including recording, producing and issuing minutes.
• Collating, recording and issuing various registers and returns.
• Proof reading and other tasks as delegated by their relevant senior officer.
• Having effective communication skills to engage with colleagues, often at a senior level.
• Having well-developed organisational skills, for example being able to prioritise effectively and adapt to new situations as they arise.
• Showing an ability to work flexibly on one's own initiative without direct supervision.
• Being able to interpret and analyse information including anticipating and managing problems.
• Working collaboratively; sharing information, building supportive responsive relationships with colleagues and stakeholders.
• Having a knowledge of administrative processes, in accordance with GDPR.
• Having a sound working knowledge in the use of Windows applications including Word, PowerPoint and Excel.