Personal Secretary – Belfast

We have a fantastic opportunity for you to join our client, based in Belfast as a full-time Personal Secretary. Our client is Northern Ireland’s Leading Public Sector Employer.

Pay Rate: £15.83 per hour

Duration: March 2026

Start Date: Asap

Benefits working with NICS:

• On the job training provided
• Long term opportunity
• Gain valuable skills and progress your career
• Diverse and inclusive employer with active social mobility policies
• Hybrid & Flexible working

Hours: Monday to Friday – Flexible hours, but will consider part-time

Job Duties:

• Executive Support
• Personal Secretary/Executive Assistant role to the Grade 5 Director. This will include diary management, managing emails, highlighting deadlines and issuing emails and/or memos.
• Preparing and providing Magee Expansion Director with papers and briefing material for meetings.
• Maintaining an appropriate system to manage correspondence received for the Directorate.
• Commission and collate returns or draft responses, from the Directorate.
• Coordination returns – critically consider returns from across the Division to ensure that they align with commissioning requests, identify any corrective action that needs to be taken to rectify any issues.
• Maintaining effective professional working relationships with colleagues across the Directorate in order to progress the priority areas of work of the group efficiently.
• Making the right connections between correspondence and diary to ensure the Director is kept apprised of ongoing developments and actions.
• The above is intended to indicate the broad range of responsibilities and requirements of the post. It is not an exhaustive list and the post holder may be required to carry out other duties as directed to meet business need.
• Management Team Support: Support for meetings of the divisional management team by requesting and finalising items for agenda, follow-up action points, preparing and issuing papers as well as making any logistical arrangements and taking minutes.
• Contributing to the implementation of the overall Branch Business Plan.
• Information Management/Coordination and Research Activities such as commission, collate and quality assure returns to directorate wide exercises.
• Ongoing development and management of the Branch File Plan.
• Ensure appropriate records management systems, relating to all aspects of the Expansion Taskforce business, are in place and effectively maintained.
• Prepare and process invoices in accordance with Account NI procedures.
• Maintaining effective relationships with a range of internal and external stakeholders.

Essential Criteria:

• It is desirable that the postholder would have at least one year experience in a general EO2 post to be effective. Previous experience in a role with Secretariat experience would also be desirable but not essential.
• The characteristics and overall level of knowledge and skills which will be most commonly applied in this role include:
• Experience of engaging with a wide range of stakeholders, both internally and externally and creating positive relationships;
• Strong written communication skills, with experience of drafting correspondence and briefings;
• Strong time management and organisational skills; the ability to manage a variety of tasks simultaneously and to prioritise and meet deadlines;
• Ability to work accurately at pace;
• Attention to detail; and
• Understanding of financial monitoring processes.