Personal Secretary
Location: Derry / Londonderry
Start Date: Immediate
Duration: Temporary – 1 month initially
Hours: 18.75 per week
1. Wednesday: 1:15pm – 5:00pm (3.75 hours)
2. Thursday: 9:00am – 5:00pm (7.5 hours)
3. Friday: 9:00am – 5:00pm (7.5 hours)
Essential Criteria
Qualifications and/or Experience
Applicants must meet one of the following:
4. 5 GCSEs (Grades A–C) including English Language and Maths, and 1 year’s secretarial experience
OR
5. NVQ Level 2 in Business Administration (or equivalent/higher) and 1 year’s secretarial experience
OR
6. 3 years’ secretarial experience
Secretarial experience includes:
7. Diary management
8. Handling enquiries
9. Word processing
10. Coordinating meetings
11. Taking notes/minutes
Additional Essential Experience
12. A minimum of 6 months’ experience using Microsoft Office, including: Outlook PowerPoint Excel Word
Job Duties
Secretarial Support
13. Provide full secretarial support to the team and other professionals.
14. Maintain diaries; arrange appointments, venues, travel, and hospitality.
15. Minute taking, audio typing, and shorthand/note taking.
Office Organisation
16. Develop and maintain efficient filing and “bring forward” systems.
17. Manage mail distribution, photocopying, binding, and document preparation.
18. Ensure all relevant files are available for scheduled meetings.
Communication & Correspondence
19. Open, record, and direct incoming mail; manage routine correspondence.
20. Draft and type routine letters, memorandums, and minutes.
21. Liaise with internal staff to support effective communication.
22. Handle telephone enquiries, taking appropriate action or referring as needed.
IT & Document Production
23. Use Microsoft Office to produce documents to a high standard.
24. Assist in preparing PowerPoint presentations.
25. Provide administrative support for producing departmental policies and reports.
Additional Responsibilities
26. Supervise clerical staff if required.
27. Manage stationery stock levels using catalogues and requisition processes.