Brook Street (UK) Ltd are recruiting a Personal Assistant for our leading Public Sector client
Education Authority Northern Ireland located in their Belfast Office.
You will be confident in Minute taking and the use of MS Packages such as Excel, Outlook, and Word. You will be proficient in daily use of spreadsheets and databases and will conduct typing and word-processing duties as necessary.
You will be responsible for the provision of diverse, confidential administrative support to the Assistant Director.
You will also be required to work flexibly and collaboratively with other administrative staff within the office, for example in order to provide cover for periods of annual leave or to support the effective management of peaks and troughs in workload.
Key duties and responsibilities are as follows:
- Providing a high quality, confidential administrative support service across a diverse range of areas.
- Diary management including organising and prioritising diary commitments.
- Organising meetings, including collating papers, briefing delegates, greeting and escorting visitors and making cost-effective travel arrangements.
- Minute taking as required, particularly at Programme Boards and other technical meetings.
- Answering and vetting all incoming calls, whenever possible responding to callers directly by providing information or redirecting to an appropriate member of staff.
- Logging, prioritising and tracking all correspondence from arrival - drafting responses where appropriate, redirecting to and following up on responses from other members of staff, updating the Assistant Director and bringing important issues and target dates to his/her attention.
- Typing, compiling and issuing emails, letters, acknowledgements, minutes, memos and reports. Circulating documents on the Assistant Director's behalf. Collating inputs from various sources into a coordinated response.
- Using sources such as the intranet/internet, Hansard or press articles to research information.
- Maintaining records, ensuring that information is recorded, stored, managed and disposed of appropriately and in line with relevant guidance.
- Supporting the Assistant Director in managing his/her relationships with education and business partners at a senior level.
- Any other duties, related to the role, which may arise from time to time.
- In addition to the above, the post-holder will, in accordance with Section 75 of the Northern Ireland Act (1998), be expected to promote Good Relations, Equality of Opportunity and always pay due regard for Equality Legislation .
Essential Criteria
You must have a minimum of five year's experience in a paid capacity of providing administrative support which must include the following:
- Using Microsoft Word for compiling letters and reports;
- Drafting correspondence;
- Diary management;
- Preparation and dissemination of papers for meetings; and
- Maintaining records.
and
(ii) hold a minimum of OCR level 2 Text Processing (with either the Word Processing,
Audio Transcription or Typewriting Intermediate unit) or RSA Stage II Word Processing/Typewriting (parts 1 & 2) or equivalent examination qualification.
- Flexible and adaptable approach to work;
- Ability to use own initiative;
- Ability to work as a member of a team;
- Tact and discretion for dealing with confidential information;
- Ability to manage conflicting deadlines;
- Ability to work under pressure.
You will benefit from
- Full training and induction
- Contribute positively to Education Authority NI`s values and mission statement
- Competitive rates of pay
- Brook Street (UK) Ltd back-office support and mentoring
Brook Street are proud to support the Armed Forces Covenant and as such, we guarantee to interview all candidates who are veterans or spouses/partners of military personnel, and who meet all the essential criteria for the vacancy.
As a Disability Confident Leader, and holder of the Gold Award status from the Defence Employer Recognition Scheme, Brook Street, as a supplier to the Public Sector Resourcing Framework (PSR), will offer you a guaranteed interview with a PSR Sourcer.
Should you identify as a candidate with a disability and/or as a veteran or spouse/partner of military personnel and meet all the essential criteria for the role, we encourage you to reach out to us via the Brook Street website. Here you will find a link to register your interest and state the role that you are interested in. We are committed to engaging with you.
In cases where we have a high volume of ex-military candidates/military spouses/partners, who meet all of the essential criteria, Brook Street will interview the best candidates from within that group.
The rate of pay is £15.33 per hour, the hours of work are 36hrs Monday to Friday.
If you would like to apply for this role, email your CV via the `Apply` link.
