PA - Immediate Start (Temporary) in Belfast

SUMMARY OF THE ROLE

The provision of a full portfolio of support services to a Head of Professional Conduct of the Law Society of Northern Ireland. The post holder will often be the first point of contact with people from both inside and outside the Law Society and will be party to confidential information. Key skills for this varied role include discretion and trustworthiness, flexibility and adaptability, the ability to be proactive and take the initiative while also taking direction. In addition, the post holder will have excellent organisational skills and the ability to multitask. A high level of ICT competence is essential together with use and development of Audio-Visual platforms (such as Zoom, GoToWebinar) in a changing environment. The post holder may be required to work outside core business hours.

MAIN DUTIES AND RESPONSIBILITIES Include:

• Supporting the Head of Professional Conduct to discharge their role and responsibilities through end-to-end support.
• Organising and managing proactively the Head of Professional Conduct's busy diary with tact and diplomacy.
• Acting as the point of contact for the Head of Professional Conduct and assisting with queries and correspondence.
• Supporting the Head of Professional Conduct in delivering presentations and projects often of a complex, sensitive and confidential nature (including gathering and interpreting data, researching material, creating PowerPoint presentations, ensuring appropriate and timely input from others, as required).
• Assisting with administration for Law Society Committees including the compilation and distribution of agendas and papers, recording members' attendance, booking meeting rooms, transcribing minutes, handling expenses claims, circulating reports/papers, attending to follow up correspondence and any incidental work required in accordance with the Law Society protocols, policies and procedures, with high regard for excellent external and internal service.
• Document management to include creating, developing, and updating hard and soft data and implementing improvements.
• Organising, coordinating and minuting regular meetings with Heads of Departments and other internal/external meetings as required.
• Management of travel itinerary for the Head of Professional Conduct and department Senior Managers and associated maintenance of associated expenses records.
• Developing, monitoring, and updating data, documents and other records accurately as required through the CRM online database system.
• Dual management and prioritisation assessment of all communications received via the busy email inbox of Head of Department and the personal email inbox of the PA.
• Assisting with ISO 9001:2015 or any other quality management system and with data protection compliance.
• Undertaking any other reasonable duties deemed necessary for successful delivery of the Law Society's objectives.

Person specification

Education:

• Minimum of 5 GCSEs, or equivalent, grade C or above, including English and Maths.
• Educated to A Level standard, or equivalent.

SKILLS, KNOWLEDGE, AND ABILITIES:

• A minimum of five years experience as a Personal Assistant or working in a support role, reporting directly to senior management in a private or public sector organisation, or professional body, where sensitivity, discretion and confidentiality are essential.
• Demonstrate a high level of competence in the use and development of Audio-Visual platforms (such as Zoom, Microsoft Teams, GoToWebinar).
• Knowledge and experience in supporting delivery of presentations and projects to include working with managers and others often within challenging timeframes.
• Knowledge and experience of document management including preparing, collating, and distributing agenda and papers for a Committee, Board or Senior Management Team meetings within a busy working environment.
• Knowledge and experience of dealing with correspondence received, processing routine and urgent responses, ensuring follow up and accurate file/record maintenance.
• Knowledge and experience of maintaining and updating an online Customer Relationship Management (CRM) system or equivalent e.g., Microsoft Dynamic.
• Knowledge and experience of creating and maintaining hard and soft copy records and data spreadsheets to include developing and implementing improvements to existing systems.
• Demonstrate a high level of competence in the use of Microsoft packages (including Word, Outlook, Excel, and PowerPoint).
• Knowledge and experience of audio typing or digital dictation typing.
• Knowledge and experience of the requirements of data protection law and its practical implications in an office environment.

Desirable

• Experience of working at a senior level in an administrative or secretarial environment responsible for prioritising the allocation of work within a private or public sector organisation, or professional body.
• Knowledge and experience of using software packages (such as DecisionTime (One Advanced), One Drive).
• Knowledge and experience of ISO or an equivalent quality management standard in a busy office environment.

PERSONAL QUALITIES:

• Excellent professional, organisational, interpersonal and communication skills with the ability to work well under pressure, to strict deadlines while maintaining a high degree of accuracy.
• Experience of adjusting work schedules to meet changing work priorities.
• Experience of providing high level support to a senior person to include diary management, prioritisation of business and business planning.

Terms of appointment

This is a full time, permanent position. There is a probationary period of 6 months. The successful candidate will be expected to apply themselves full time to the business of the Law Society of Northern Ireland. They will be expected to undergo such training or attend such courses as the Law Society may consider appropriate. The Law Society of Northern Ireland's conditions of employment apply. The position will be based at Law Society House, Victoria Street, Belfast. Some provision for homeworking is possible.

Key Benefits

Salary scale for the post is £29,085 to £33,121, dependent on experience. The Other Principal Ancillary Benefits Are: Individual Private medical insurance with immediate opportunity to benefit. Employee portal and mobile apps for support and claim assistance. A total of 25 days leave entitlement per annum, in addition to 13 days of public and bank holidays.