Advertisement
Advertisement

Personal Assistant / Administrative Support

Premiere People

Belfast

  • Salary:

    See Job Description

  • Added:

    14/03/2019

  • Closing:

    Tomorrow

Our client, a leading public sector organisation based in Belfast has a current requirement for an experienced Personal Assistant/Admin Support Officer to join the team.

This role is available immediatley and on a temporary ongoing basis.

Rate of pay is £10.05 per hr, 36hrs per week.

Duties will include:

MAIN DUTIES AND RESPONSIBILITIES

Management of Assistant Director’s Office

  1. To provide confidential personal assistant support for the Assistant Director, including correspondence and diary management and telephone call handling.
  2. Management of the Assistant Director’s office to ensure the provision and maintenance of a consistent high quality service.
  3. To plan, schedule and co-ordinate the administrative and information systems/activities associated with the work of the Assistant Director’s office.
  4. In conjunction with the Assistant Director to forward requests for responses/action to senior officers, including the setting of agreed deadlines for return. Collation / monitoring of all requests.
  5. To read and monitor work and typed materials for the Assistant Director’s signature are accurate and complete.
  6. Development, maintenance and updating of a comprehensive filing system (manual and electronic) within the Assistant Director’s office ensuring the storage of confidential records.
  7. Design, creation and maintenance of a booking system for the effective use of meeting rooms for internal and external customers, receiving of visitors and arranging hospitality as appropriate.
  8. Organisation of major functions, etc, and associated back up arrangements including receiving guests, attendance at functions/events as required by the Assistant Director.
  9. Responsible for receipt of and formulating responses to all comments received within the service, from the public, on behalf of the Assistant Director. Responsible for the design and production of regular analysis reports on comments received.

Administrative support

Under the direction of the appropriate line manager:

In the absence of the Area Administration officer assist in ensuring the smooth running of the administration department including but not exclusively;

  1. Record keeping,
  2. Internal mail,
  3. Postal services,
  4. Leave sheets,
  5. Telephone services,
  6. Accounts preparation and follow-up,
  7. Stationery supply and distribution,
  8. Hire of accommodation,
  9. Ensuring appropriate clerical/typing support staff are available for the public service,
  10. Ensuring provision of switchboard service,
  11. Liaise with staff at all levels in all locations within Business Area /Section 

Other duties

  1. Carry out other relevant duties appropriate to this post, as required by the Assistant Director and support team.

PERSONNEL SPECIFICATION

Applicants must provide evidence that, by the closing date, they meet the following criteria:

Essential

Qualifications:

  1. 5 GCSE/GCE O levels at grades A-C or equivalent, including English and Maths OR equivalent/ higher relevant qualification.
  2. Hold OCR/RSA Level 2 typewriting or word processing (parts 1&2) or equivalent

OR

2 GCE A levels OR equivalent/higher qualification

Experience:

  • A minimum of 3 years’ administrative experience, in the last 6 years.
  1. A minimum of 1 years’ experience of working with a wide range of internal and external stakeholders to achieve successful outcomes.
  2. Experience of diary management.

Knowledge & Skills:

  1. Good IT skills including use of word processing, spreadsheets, presentation and communication software.
  • Good interpersonal, oral and written communication skills.
  • Excellent organisational skills and a proven ability to successfully prioritise and manage a range of tasks within strict deadlines.

To express interest please submit CV using the link.

Job Snapshot

Job Type
Temporary Full-Time
Qualifications
See Description
Sector
Public Sector, Secretarial & Administration
Job Roles
Administrator, Personal Assistant, Secretary
Min Experience
See Job Description
Employer Type
Recruitment Agency
Contact
Ashleigh Robb
Location
Belfast
  • Share job with friends

Employer Details

Premiere People

2nd Floor Hampden House,
55-59 Royal Avenue,
Belfast,
Co. Antrim,
BT1 1FX

Job Ref:

PAAS

Latest jobs from Premiere People

Part-Time Clerical Officer - Omagh

Omagh, Northern Ireland

Part-Time Clerical Officer - Enniskillen

Enniskillen, Northern Ireland

Admin Officers - Antrim

Co. Antrim, Northern Ireland

View all jobs by this recruiter

Email this Job

Enter the email address you wish to email this job to.