Position: Executive Officer – PA Support, Invest NI
EO2 Pay Rate: £14.50 per hour
Hours: Full time, 37 hours per week
Start Date: As soon as possible
Location: Invest NI HQ (Bedford Square, Belfast)
Length of Contract: Temporary ongoing
H ours of Work: 9 to 5 Monday to Friday
Job Duties:
The post holder will provide high level support to the Director, and they will be required to co-ordinate multiple activities and at times conflicting demands – often under time pressure.
The principal duties of the post are as follows:
1. Provide high quality customer service in line with organisational values and behaviours, ensuring that all information provided is accurate, timely, clear, and easy to understand, and that all dealings with internal and external customers are professional and positive.
2. Arrange and oversee arrangements for Divisional and Group Meetings, preparing meeting papers for the Director, sourcing briefing for meetings where required, maintaining a forward plan of agenda items, drafting agendas, commissioning and circulating papers in good time, attending meetings, drafting accurate minutes, recording actions and tracking progress against these actions.
3. Effective and efficient day-to-day strategic diary management for the Director to make best use of their time – Organising meetings, telephone/video conference meetings as required, reviewing and accepting meeting invitations and monitoring the Director’s inbox for diary-related emails.
4. Manage the Director’s mailbox to ensure that work is effectively prioritised, delivered and distributed appropriately to wider team members when necessary.
5. Commission and submit briefings from officials and co-ordinate all information requests received, ensuring that the Director’s decisions are communicated promptly and accurately and within set timescales.
6. Make overseas travel and local transport arrangements as necessary which adhere to organisational policies, taking account of value for money which support the Director’s diary commitments. Ensure relevant approvals are in place for travel and accommodation booking on behalf of the Director before the booking is made.
7. Provide support to the wider Group on a range of duties as and when required.
Essential Criteria:
8. Relevant experience – the ability to provide evidence of skills, abilities, and experiences relevant and suitable to the role, including producing a range of high-level, well presented administrative work, administration of meetings and the proficient use of Microsoft Word, Excel, Power point and email packages.
9. Managing Priorities and Projects – the ability to manage changing priorities, often with tight deadlines. This includes the ability to manage administrative projects ensuring that they are completed on time, to an agreed standard, and to deliver results.
10. Relationship Management – the ability to build and maintain positive, co-operative, and professional relationships with colleagues, internal/external customers, suppliers and others with whom you interact.
11. Manage Information – the ability to efficiently gather, analyse and communicate information and advice to others in a way that is easily understood.
12. Professional Integrity – experience of maintaining confidentiality, demonstrating a professional and discreet approach when dealing with sensitive cases.
Must have 5 GCSEs including Maths & English and 2 A-Levels in separate subjects (must be able to show certificates)
*The successful applicant will be required to complete an Access NI during registration*