JOB TITLE: Personal Assistant REPORTING TO: Head of Professional Conduct 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 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 Societys objectives. Person specification Personal Assistant Candidates must demonstrate the essential criteria set out below and may also demonstrate the desirable criteria: EDUCATION: Essential 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: Essential 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: Essential 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, fixed term 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 Irelands 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. A contributory pension scheme, to which the employer contributes at a rate of 10% of the salary. Death in Service at 4 times gross salary. Income protection in the event of long-term illness with added benefits of Employee Assistance Programme. Salary sacrifice schemes, including Tech Scheme and Cycle to Work Scheme. Affinity schemes with local organisations, e.g., Victoria Square, Q Parking, Agnew Corporate, and Kingsbridge Private Hospital. Annual Health and Wellbeing Events The Law Society is an Equal Opportunities employer. Selection Process All dates are indicative and subject to change. Applications Applications forms must be completed in full and submitted by 5pm, Friday 22nd August 2025. Late or incomplete applications will not be accepted. Applications are to be submitted via the nijobs portal however postal applications are accepted to: Fiona Dowds, Head of People and Organisational Development The Law Society of Northern Ireland Law Society House 96 Victoria Street Belfast BT1 3GN Shortlisting A shortlisting exercise will take place week commencing Monday 25th August 2025. Interviews Interviews will take place as soon as possible thereafter. Applicants for the post of Personal Assistant will be assessed in accordance with the above criteria. It is the Applicants responsibility to provide evidence in the form and at assessment of how well they meet the criteria. The Society shall if required apply the above essential and desirable criteria for shortlisting purposes, in the order in which they appear. Applicants will be short listed for interview only on the basis of information contained in their application form. Only those candidates who best demonstrate in the Application Form how they meet the essential and shortlisting criteria shall be selected for interview. The Application Form may be used by the interview panel as part of the selection process. The Law Society may operate a reserve list for future vacancies (either at this level or lower levels) which may arise within the Society. The reserve list is maintained for 6 months.