Job description
Personal Secretary to Head of Branch
Location: Belfast
Hours: Full-time, 37 hours per week
Salary: £30,458 per annum
About AFBI & the Agri-Environment Branch
The Agri-Food and Biosciences Institute (AFBI) delivers world-class science to support agriculture, the environment, and the wider economy. Sponsored by the Department of Agriculture, Environment and Rural Affairs (DAERA), AFBI provides evidence-based research and monitoring that informs government policy and promotes sustainability in Northern Ireland and beyond.
Key Responsibilities
To deliver efficient and effective support for the Head of Branch;
o Be responsible for the arrangement of meetings, management of Head of Branch diary and the production, co- ordination and circulation of agendas, business papers, minutes and other documentation;
o Attend meetings and note and record minutes of key discussions and decisions made;
o Prepare accurate draft minutes and action sheets following meetings attended in a timely manner within set deadlines; and
o Ensure draft minutes are circulated to relevant parties and following approval that these are retained and are available as required
Liaison with staff across the branch to gather key information and collate corporate returns in relation to:
1. SAFSD month reports
2. Star Chamber
3. Quarterly KPI reporting
4. Audit recommendations
5. Risk Management
6. Research project reporting
They will also provide a high quality, efficient, effective, confidential and professional secretarial and administrative support service to the Head of Branch.
Essential Criteria
All Applicants must have:
5 GCSE's including English and Maths, grade C or above, or equivalent.
Demonstrable, practical experience of working in a supporting role to Senior Management to include all of the following:
7. a) Overseeing diary management and co-ordination of meetings.
8. b) Working with those at a Senior Management level.
9. c) Drafting correspondence for Senior management.
10. d) Vetting calls from a wide range of stakeholders.
11. e) Managing records in compliance with good governance.
12. f) Arranging physical and virtual meetings to include taking minutes.
Demonstrable, practical experience in the use of the following MS Office applications - Word,
Excel, PowerPoint, Outlook and Teams.