Job Title
Personal Assistant
Reporting To
Head of Professional Conduct
Summary
The post provides a full portfolio of support services to the Head of Professional Conduct of the Law Society of Northern Ireland. It often serves as the first point of contact for the organisation, handling confidential information while maintaining discretion, trustworthiness, flexibility, adaptability and proactive initiative. The role requires excellent organisational skills, multitasking ability and high ICT competence, including use of Audio‑Visual platforms such as Zoom and GoToWebinar. Working hours may extend beyond core business hours.
Main Duties and Responsibilities
* Support the Head of Professional Conduct through end‑to‑end assistance.
* Organise and manage the Head’s busy diary with tact and diplomacy.
* Act as point of contact, responding to queries and correspondence.
* Assist with presentations and projects of a complex, sensitive and confidential nature – data gathering, research, PowerPoint creation and coordination of timely input.
* Handle administration for Law Society Committees: agenda and paper compilation, attendance recording, room booking, minute transcription, expense claims, report circulation, follow‑up correspondence and other incidental duties following Law Society protocols.
* Document management: create, develop, update hard and soft data and implement improvements.
* Plan, coordinate and record minutes of regular meetings with Heads of Departments and other internal/external meetings.
* Manage travel itineraries and expense records for the Head and departmental Senior Managers.
* Maintain and update data, documents and records accurately via the CRM online database system.
* Prioritise and manage all communications received through the Head’s and the PA’s email inboxes.
* Support ISO 9001:2015 or other quality management systems and data protection compliance.
* Undertake any other reasonable duties to support Law Society objectives.
Person Specification
Education
* Minimum of 5 GCSEs (or equivalent) with grade C or above in English and Maths.
* Educated to A‑Level standard (or equivalent).
Essential Skills, Knowledge and Abilities
* Five years’ experience as a Personal Assistant or equivalent support role reporting directly to senior management in a private or public sector organisation or professional body, with sensitivity, discretion and confidentiality.
* High competence in Audio‑Visual platforms such as Zoom, Microsoft Teams and GoToWebinar.
* Experience supporting presentation and project delivery within challenging timeframes.
* Competence in document management: agenda and paper preparation, distribution for committees, boards or senior management meetings.
* Experience handling correspondence, processing routine and urgent responses, ensuring follow‑up and accurate record maintenance.
* Experience maintaining and updating an online CRM system (e.g., Microsoft Dynamics).
* Proficiency with Microsoft Office (Word, Outlook, Excel, PowerPoint).
* Experience with audio typing or digital dictation typing.
* Knowledge of data protection law requirements and practical application.
Desirable
* Senior administrative or secretarial experience prioritising workload in a professional body or similar environment.
* Experience using software such as DecisionTime (One Advanced), OneDrive.
* Knowledge of ISO or equivalent quality management standards in a busy office.
Personal Qualities
* Excellent professional, organisational, interpersonal and communication skills with the ability to work well under pressure, meet strict deadlines and maintain high accuracy.
* Ability to adjust work schedules to meet changing priorities.
* Experience providing high‑level support to a senior person, including diary management and business planning.
Terms of Appointment
This is a full‑time, permanent position with a 6‑month probationary period. The successful candidate is expected to apply full time to the Law Society’s business and may be required to attend training or courses deemed appropriate. The position is based at Law Society House, Victoria Street, Belfast, with some homeworking provision.
Key Benefits
Salary: £29,085 – £33,121 (dependent on experience).
* Individual private medical insurance with immediate benefit.
* 25 days leave entitlement + 13 public and bank holidays.
* Contributory pension scheme with 10% employer contribution.
* Death in Service at 4 times gross salary.
* Income protection for long‑term illness with Employee Assistance Programme.
* Salary sacrifice schemes, including Tech Scheme and Cycle to Work Scheme.
* Affinity schemes: Victoria Square, Q Parking, Agnew Corporate, Kingsbridge Private Hospital.
* Annual Health and Wellbeing Events.
Selection Process
Applications must be submitted in full by 5 pm, Friday 5 December 2025. Late or incomplete applications will not be accepted. Submit via the NIJobs portal; postal applications can be sent 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 and interviews will take place as soon as possible thereafter. Candidates will be assessed against the above criteria and required to provide evidence of meeting the criteria during the assessment. The Law Society may maintain a reserve list for future vacancies for up to 6 months.
The Law Society is an Equal Opportunities employer.
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