Management Support Assistant – Belfast (Immediate Start)

Grade: Scale 4

Location: Belfast

Hourly Rate: £12.80 per hour

Hours of Work: Monday – Friday, 9am – 5pm (37 hours per week)

Duration: 3 months (extension likely)

Main Purpose of Job:

We are seeking a dedicated and efficient Management Support Assistant to join our Chief Executive’s Support Unit. The successful candidate will provide comprehensive business and administrative support, including word processing, typing, filing, and arranging appointments. This role is crucial in ensuring smooth operations and providing operational cover for other functions within the unit. All tasks must be completed within agreed time and quality targets.

Key Responsibilities:

1. Provide administrative and secretarial support to the Chief Executive and the Chief Executive’s Support Unit.
2. Handle incoming and outgoing calls, and process confidential incoming mail daily.
3. Prepare minutes and agendas for meetings, and type confidential letters and reports.
4. Organise meetings, including room bookings and provision of refreshments.
5. Maintain and develop filing systems as directed.
6. Requisition and receive goods and supplies in line with Council procedures.
7. Assist with producing budgetary information and maintaining the petty cash float.
8. Liaise with the Departmental Central Travel Booker for conference, travel, and accommodation requirements.

Employee Specification:

Experience:

Applicants must demonstrate the following experience, with personal and specific examples, by the closing date for receipt of applications:

• Administrative Duties: One year’s experience in administrative duties, including diary management and organising appointments and meetings.
• Liaison: Experience liaising with senior management and professional officers.
• Meeting Servicing: Experience servicing meetings, including taking minutes and organising agendas.

RecCoBelfast