PERSONAL ASSISTANT - SENIOR EXECUTIVE OFFICER - BELFAST CLARENDON DOCK ASAP START

We are currently recruiting a Personal Assistant for our client based in Belfast, Clarendon Dock. The successful candidates will be required to start once the vetting paperwork and ANI are completed.

Start date: ASAP

Rate of pay: £17.01PH

Duration: Until 29/03/2026 with possible extension

Hours of work: 37

Key Responsibilities:

• Confidentially manage the Director's mail and draft general correspondence using judgement and initiative, ensuring all items are recorded, necessary action taken, and any follow up completed.
• Arrange and attend directorate meetings as required including preparation and issuing agendas, briefing and background papers, taking minutes and coordinating actions which arise, ensuring that actions are dealt with in accordance with the required timescales.
• Compile and collate reports for meetings and working groups, liaising with relevant stakeholders in relation to the collation of agenda items for meetings to ensure the timely preparation of reports, and assist, if required, in the administration and support of meetings.
• Undertake research for and on behalf of the Director and provide background papers and reports as and when required.
• Ensure helpful, effective, and efficient communication with all internal and external stakeholders ensuring the views of the Director are represented.
• Provide day to day secretarial and administrative support for key confidential department issues including the management of complaints referred to the Director and Business Unit, ensuring the timely flow of work, and achieving the requirements of the Business Unit.
• Create, update and maintain databases and office filing systems and procedures which provide immediate access to/recovery of requested documents and comply with ISO Procedures, identifying improvements in office processes and implement, following consultation with Director.
• Arrange meetings and process invitations including responses, diary, and travel bookings, ensuring co-ordination of actions and administrative tasks associated.
• Co-ordinate and provide statistical information and reports as required by CCEA management and external agencies and, where necessary, give advice and make recommendations as appropriate on any actions required.
• Co-ordinate in partnership with the Director and relevant stakeholders the administration of corporate and operational plans inputs.
• Deputise for the PA to the Chief Executive/PA to other Directors, as required.
• Carry out any other duties, relevant to the post as reasonably assigned which shall include handling highly confidential and sensitive issues.

Key people management responsibilities:

• The post is not a line management role. However, the post-holder will co-ordinate and monitor the output and work of others in relation to work within and outside the Directorate.
• Communicate clearly Corporate, Operational, Team, Section and individual objectives and contribute to the performance of staff within the Directorate.
• Have due regard at all times for the personal health and safety for oneself and others within the relevant section, team, Directorate and organisation in general.

Key financial management responsibilities:

• The post holder will support and be accountable for aspects of budgetary planning and control.
• The post holder will monitor and report on aspects of budgetary control in relation to the scope of this role.

Essential Criteria applicants must have:

• 5 GCSEs including Maths and English (Proof of certs required).
• Two years' experience of managing and delivering high quality administrative support services for senior managers.
• Experience of planning, prioritising, co-ordinating and controlling high volumes of work.
• Experience of demonstrating initiative, working under minimal supervision and direction.
• Experience of working effectively with a range of internal and external customers, demonstrating strong interpersonal skills.
• Experience of minute/note taking.
• Experience of diary and inbox management.

Desirable but not essential criteria:

• Private Secretaries Diploma or equivalent.

Please send your CV via the link or email.