The postholder will be responsible for providing comprehensive and efficient administrative support to the Chair, Chief Executive, and Board Secretary. The role requires significant administrative, office, and team management expertise, with advanced IT skills and the ability to multitask and prioritize workload. The post involves managing the day-to-day operations of the Chair and Chief Executive’s offices, including staff management.
Main Responsibilities
1. Lead high-quality administrative and business support to ensure the effective running of the offices of the Chairman and Chief Executive, including improving administrative services.
2. Manage all correspondence for the Chair and Chief Executive, including drafting responses and delegating tasks as appropriate.
3. Handle queries from stakeholders, ensuring timely and appropriate responses.
4. Maintain effective filing systems and follow-up procedures.
5. Assist in planning and organizing corporate events and act as the point of contact for external organizations.
6. Draft responses to Freedom of Information requests and coordinate travel approvals.
7. Process requisitions on the e-procurement system and monitor office supplies and equipment.
8. Support in managing Trust Board, Committee, and Senior Management Team meetings, including filing and circular management.
9. Assist in the administration of NED appraisals and Director objectives.
10. Manage administrative staff and arrange meetings, events, and conferences.
11. Develop local protocols and ensure effective communication within the organization.
12. Ensure high standards of administrative service quality and staff induction.
13. Monitor expenditure and ensure budget compliance.
14. Analyze and improve secretarial and administrative processes.
15. Participate proactively in team meetings.
Staff Management
1. Supervise and delegate tasks to subordinate staff, ensuring quality and timeliness.
2. Provide training to less experienced staff as needed.
Location: Belfast
Job Type: Temporary, expected to last 6 months with possible extension
Start Date: ASAP
Pay Rates: Up to £16.28/hour Umbrella or £14.53/hour PAYE (including holiday pay)
Hours: 37.5 hours/week, Monday to Friday, 9am–5pm
Based at: Office
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