We are currently recruiting for an Executive officer 1 based in Lisburn. The successful candidates will be required to start once the vetting paperwork, ANI clearance has been completed.
Start date: ASAP
Duration: 6 Months
Rate of pay: £17.43
Hours of work: Mon-Fri 9-5
Key Responsibilities:
Post: Executive Support within CEO Agency Coordination The specific duties and responsibilities for this post will vary daily requiring agility in response to the high volume of demands on the Chief Executive’s Office, in addition to the normal duties relating to staff management. The main duties and responsibilities are: Executive Support including Diary Management – accurately organising and monitoring the Chief Executive’s diaries; managing meetings, prioritising, rescheduling, and liaising with attendees; managing cost-effective travel, accommodation arrangements and venue bookings. Commissioning papers and briefings. Allocating, managing and issuing responses to Chief Executive Queries (CEQs). Ensure all work commitments are achieved, and responses are provided, as required. This may include sensitive material of a highly private and confidential manner. The post-holder must ensure the integrity and privacy of this information is maintained in a professional capacity so that the work of the Chief Executive is not compromised. Forward planning to determine Chief Executive requirements in upcoming days / weeks / months, anticipating issues, providing escalation and assessing potential solutions. Agency Coordination – may have day-to-day efficient management of the Agency’s coordination generic mailbox and machinery of government requests (briefings, correspondence cases, assembly questions etc). Information Management – reallocating, tracking, appropriate CM recording, and prioritisation of emails, correspondence, papers, meetings, conferences, phone calls etc. Communication – establishing, enhancing and maintaining strong and effective working relations with the NIEA Chief Executive, Directors and a wide range of internal and external stakeholders including, MLA’s, SCS and business leaders. Time & Target Management – providing effective support to the Chief Executive to ensure NICS, DAERA, NIEA and Divisional priorities and outcomes are achieved within given timescales as efficiently as possible. Develop and regularly update the Internal CEO operational procedures manual as and when necessary, ensuring processes are current and in line with best practice and good governance requirements. Resources – Competently use Microsoft Tools including Word, Excel and Teams, and DAERA IT systems including Content Manager, once trained. Effectively manage own resources to achieve deadlines. On a weekly basis update office manager on activities carried out/actions to be taken in the following week providing evidence as required, Providing support to CEO meetings by taking minutes and actions, capturing key details and aligning them with the appropriate directorates/branches. Please note the above list is not exhaustive but it is a good indication of the main duties.
Essential Criteria applicants must have:
Applicants are required to have:
A minimum of 4 years’ experience to perform the role competently.
at least 12 months experience.
EXPERIENCE
essential experience required includes:
• Experience of Diary Management / Executive Support.
• Experience of using software tools including Microsoft Office, PowerPoint, Excel, Teams and Word.
• The ability to communicate effectively both in writing and orally.
• An ability to create, build and maintain effective working relationships.
• The ability to work within a small team and independently.
• Effective organisational skills and an ability to work to a high level of accuracy and retain attention to detail when under pressure.
• The ability to work at pace and meet deadlines.
• Effective organisational skills.
Proof of 5 GCSEs including English and Maths grade C or above or the equivalent to this.
Excellent IT skills, including use of Microsoft Word and Excel.
Excellent communication skills.
Proven ability to use own initiative.
Please send your CV via the link or to Jack.Knox@therecruitmentco.uk