We have a fantastic opportunity for you to join our client, based in Bangor as a full-time Personal Secretary.
Our client is Northern Ireland’s Leading Public Sector Employer.
Pay Rate: £15.83 per hour
Start Date: As soon as possible
Benefits working with NICS:
1. On the job training provided
2. Long term opportunity – 51 weeks possible extension after review
3. Gain valuable skills and progress your career
4. Diverse and inclusive employer with active social mobility policies
5. Flexible working
Hours of work:
9 to 5; Monday to Friday. Alternative hours/patterns/flexible working would be considered
Job Duties:
This post will support two Directors.
Diary Management
6. Accurately organising and monitoring the senior officer’s diary on a daily basis. Meeting with the senior officer regularly to discuss, prioritise and action diary commitments, cancellations and rescheduling appointments.
7. Liaising with attendees to determine times, durations and venues for meetings. Booking rooms and venues and arranging for or providing hospitality as necessary. Copying and collating papers and ensuring that the required briefing and equipment is available. Making the necessary security arrangements and meeting, greeting and escorting visitors.
8. Making cost-effective travel and accommodation arrangements through internal branches or directly with service providers.
Information Management
9. Answering and vetting all incoming telephone calls based on knowledge of caller or issue(s) raised. Whenever possible, responding to callers directly by providing information or redirecting to the appropriate departmental official. Taking messages and obtaining contact numbers.
10. Proactively manage emails, correspondence, papers, faxes, etc on arrival and identifying those requiring urgent action, highlighting deadlines and action points, attaching related papers and passing to senior officer for action. Where appropriate, redirecting to a departmental official for action, either without recourse to senior officer or in senior officer’s absence. Keeping senior officer’s informed of actions. Bringing important target dates and issues to senior officer’s attention on an ongoing basis, based on knowledge and experience of the subject matter.
11. Logging the various information types received and issued into electronic postbook(s), tracking responses through BF systems and chasing up outstanding responses to ensure deadlines are met.
12. Typing, compiling and issuing emails, letters, acknowledgements, minutes, memos, faxes, tables, presentations, charts, slides and reports. Signing and circulating documents on senior officer’s behalf. Typing and formatting documents from manuscripts.
13. Co-ordinating inputs and drafting co-ordinated responses.
14. Scanning, reformatting and updating documents, standardising layouts and creating templates and databases. Keeping knowledge and skills in this area up-to-date.
15. Managing all emails, documents, correspondence, papers and files, in both paper and electronic filing systems – copying, cataloguing, filing, retrieving, archiving, reviewing and deleting/destroying in accordance with guidelines or protocol. Opening and maintaining registered files.
16. Researching information sources such as the intranet/internet, Hansard or press articles for items such as publications, records, press releases, contact details and travel information.
Cover
17. Providing secretarial cover as part of the wider secretarial team
Communication
18. Establish a close working relationship with their senior officer and secretarial/administrative colleagues and communicate effectively in order to meet targets and deadlines.
Miscellaneous
19. Maintaining expenditure records, for example in relation to hospitality, stationery, training and mobile phones and processing creditor payments. Preparing expense claims.
20. Monitoring the level of stationery supplies and office consumables and reordering as required.
21. Secretariat of meetings including recording, producing and issuing minutes.
22. Collating, recording and issuing various registers and returns. Proof reading and other tasks as delegated by the senior officer.
Essential Experience & Qualifications required:
1. (a) Level 2 diploma in Secretarial Administration
OR
(b) BTEC Level 2 Extended Certificate in Business Administration
AND
2. At least 1 year’s secretarial experience*
Applications will also be considered from applicants with relevant formal qualifications considered by the selection panel to be of an equivalent or higher standard to those stated.
*Secretarial experience is defined as experience in an office-based environment to include diary and mailbox management, dealing with enquiries, word processing, planning and prioritising work, co-ordinating and drafting responses and secretariat to meetings.