At a Glance
- Tasks: Provide top-notch admin support to senior leaders in a fast-paced environment.
- Company: Join the Independent Commission for Reconciliation and Information Recovery.
- Benefits: Gain valuable experience, develop skills, and work in a supportive team.
- Other info: Dynamic role with opportunities for growth and development.
- Why this job: Be at the heart of decision-making and make a real impact.
- Qualifications: Two years of admin experience and strong organisational skills required.
The predicted salary is between 23615 - 25674 € per year.
We are seeking dynamic and high-performing administrators to join the Independent Commission for Reconciliation and Information Recovery as Band 2 Executive Secretariat Support. These roles offer an exciting opportunity to work at the centre of this fast-paced organisation, providing quality administrative support to senior leaders within the Commission.
Situated within the Commissioners & Secretariat team, this role will benefit from working closely with senior leaders across all the independent Commission’s areas of operation. The Commissioners & Secretariat team consists of the Commission’s Board and Executive Secretariat teams. The Board Secretariat is responsible for facilitating decision-making and oversight through the Commission’s governance framework. This includes the coordination of a number of governance forums, including the ICRIR Board and all supporting committees. The Executive Secretariat is responsible for supporting the Commissioners and Executive team in the effective undertaking of their duties, including diary management, travel arrangements and other administrative support. The team also provides support to the Commission’s wider Senior Leadership Team, led by the Chief of Staff.
These roles will offer candidates ample opportunities for development in a fast-paced, yet highly supportive environment. As Band 2 Executive Secretariat Support, you will be required to adapt to the individual requirements of senior leaders, effectively prioritise your workload, and develop an in-depth understanding of the operations of a complex organisation, whilst playing a crucial role in ensuring the smooth and effective operation of its functions. You will be encouraged to forge positive relationships with colleagues throughout the organisation to ensure a broad awareness of the Commission’s activities and how these might impact the work of the team.
Key Responsibilities- Working with the wider Commissioners & Secretariat team to deliver considered and proactive support for the Commission’s senior leaders, ensuring an in-depth understanding of their individual priorities.
- Daily diary management for multiple individuals, including scheduling, identifying and rectifying conflicts, sending invitations and sharing agendas.
- Swiftly actioning and adapting any changes to schedules.
- Preparing and actioning travel arrangements and accommodation, ensuring value for money and compliance with the independent Commission’s policies.
- Booking meeting rooms, and where necessary, sourcing catering and external venues for larger meetings.
- Depending on the specific role requirements, duties may also include:
- Supporting senior leaders in managing their delegated budgets through the processing of invoices and liaising with the Finance team.
- Acting as a Local Information Manager, progressing FOI requests and managing online and offline records and files.
- Monitoring Directorate inboxes and allocating emails received appropriately and in a timely fashion.
- Develop, monitor, implement and evaluate administrative practices, systems and procedures to optimise efficiency and effectiveness.
- Providing broader administrative and logistical support in line with business area requirements.
- Two years of experience working as an administrator, with similar responsibilities to those outlined in the ‘Key Responsibilities’ section.
- Demonstrable ability to plan, manage and prioritise a varied and complex workload effectively, whilst working in a fast-paced and dynamic environment.
- Strong attention to detail and an ability to present and communicate information in an accessible and convenient way, to align with senior leaders’ preferences.
- Ability to communicate confidently and appropriately with senior stakeholders, both internal and external.
- Good understanding of maintaining confidentiality and handling of information appropriately.
- Demonstrate the values set out in the ICRIR Code of Conduct.
- Willingness to be assessed against the requirements for CTC clearance, if not already cleared.
- Experience utilising Microsoft Outlook for diary management.
- Experience with online file sharing platforms, including Microsoft SharePoint.
- Existing CTC clearance (or above).
Executive Secretariat Support in Belfast employer: ICRIR
The Independent Commission for Reconciliation and Information Recovery is an exceptional employer, offering a dynamic and supportive work environment where administrators can thrive. With ample opportunities for professional development and the chance to work closely with senior leaders, employees are encouraged to build meaningful relationships and contribute to impactful governance processes. Located at the heart of a fast-paced organisation, this role not only promises a rewarding career but also the satisfaction of playing a crucial part in the Commission's mission.
StudySmarter Expert Advice🤫
We think this is how you could land Executive Secretariat Support in Belfast
✨Tip Number 1
Network like a pro! Reach out to current or former employees of the Independent Commission for Reconciliation and Information Recovery. They can give us insider tips on what the team values and how to stand out in interviews.
✨Tip Number 2
Prepare for those tricky interview questions! Think about how your past experiences align with the key responsibilities listed in the job description. We want to show them we can handle diary management and travel arrangements like a champ!
✨Tip Number 3
Show off our organisational skills! During the interview, share examples of how we've effectively prioritised workloads in fast-paced environments. This will demonstrate that we’re ready to support senior leaders right from the get-go.
✨Tip Number 4
Don’t forget to follow up! After the interview, send a thank-you email to express our appreciation for the opportunity. It’s a great way to reinforce our interest in the role and keep us top of mind for the hiring team.
We think you need these skills to ace Executive Secretariat Support in Belfast
Some tips for your application 🫡
Tailor Your Application:Make sure to customise your CV and cover letter to highlight your experience that aligns with the key responsibilities of the Executive Secretariat Support role. We want to see how your skills can directly support our senior leaders!
Showcase Your Organisational Skills:Since this role involves managing multiple diaries and schedules, it’s crucial to demonstrate your organisational prowess. Share specific examples of how you've successfully managed complex workloads in previous roles.
Communicate Clearly:Your written application should reflect your ability to communicate effectively. Use clear and concise language, and make sure to present your information in a way that’s easy for us to digest. Remember, attention to detail is key!
Apply Through Our Website:We encourage you to submit your application through our website. It’s the best way for us to receive your details and ensures you’re considered for the role. Plus, it’s super straightforward!
How to prepare for a job interview at ICRIR
✨Know Your Role Inside Out
Before the interview, make sure you thoroughly understand the responsibilities of the Executive Secretariat Support role. Familiarise yourself with diary management, travel arrangements, and how to support senior leaders effectively. This will help you answer questions confidently and show that you're genuinely interested in the position.
✨Showcase Your Organisational Skills
Be prepared to discuss specific examples from your past experience where you've successfully managed a complex workload. Highlight your ability to prioritise tasks and adapt to changing schedules, as these are crucial skills for this role. Use the STAR method (Situation, Task, Action, Result) to structure your responses.
✨Build Rapport with Interviewers
During the interview, focus on building a positive connection with your interviewers. Show enthusiasm for the Commission's mission and values, and be ready to discuss how you can contribute to their goals. A friendly and approachable attitude can go a long way in making a lasting impression.
✨Prepare Questions to Ask
At the end of the interview, you'll likely have the chance to ask questions. Prepare thoughtful queries about the team dynamics, the challenges faced by the Executive Secretariat, or opportunities for professional development. This shows your interest in the role and helps you assess if it's the right fit for you.
