Your newpany
Hays are working with a public services organisation to recruit a Personal Assistant/Senior Secretary based in Knockbracken (South Belfast) on a temporary basis.Your new role
The post-holder will be responsible for providing a full range of administrative and secretarial support functions to Director and Assistant Director Level as required. This will require the planning, prioritising and monitoring of workload to ensure efficiency and accuracy at all times, and will include gathering information, proposing solutions and taking action to solve problems as appropriate.Administrative & Secretarial Support
1. Deliveredprehensive admin support including correspondence, audio typing, data processing, email and record management.
2. Prepared agendas and paperwork, maintained diaries, and ensured senior staff were fully briefed for meetings.
3. Produced high-quality documents, presentations, and reports using Microsoft Office Suite.
4. Managed calls, emails, and correspondence, ensuring timely action and prioritisation of issues
5. Weed guests, arranged hospitality, and maintained professional client-facing standards.
6. Liaised effectively with internal and external stakeholders across all levels
Office & Systems Management
7. Developed and maintained office systems for efficient paper flow and information storage
8. Monitored supplies and managed orders for office resources.
9. Coordinated travel, amodation, events, workshops, and invoice verification.
10. Organised and serviced meetings, prepared documentation, and provided minute/note-taking support.
11. Initiated follow-up actions and contributed to project-related administrative tasks.
Staff Supervision & Training
12. Supervised day-to-day work of staff, ensuring quality and timeliness.
13. Provided training to junior team members and participated in recruitment panels.
What you'll need to succeed
14. 5 GCSEs including Maths and English AND minimum 2 years’ experience in an administrative or secretarial position to include experience of Microsoft Office
15. Experience with Word-processing, creating spreadsheets, email management, creating databases, PowerPoint presentations
16. Full UK Driving Licence
17. Word/Text Processing Level 2 OCR/RSA
18. Ability to take minutes/ take notes atmittee-level meetings
What you'll get in return
19. £ per hour
20. Immediate start
21. Based in Knockbracken
22. Temporary for at least 6 months with possible extension
23. Full-time working pattern