Personal Secretary – Belfast – BT7.

Role: Personal Secretary
Location: Belfast, BT7
Pay: £14.50 per hour (Paid Weekly)
Hours: 4-day working week (off each Wednesday) – 29.4 hours per week
Length: 12 Months
Start Date: ASAP

Job Duties:

• Diary Management: Accurately organise and monitor diaries daily. Action diary commitments, cancellations, and rescheduling of appointments. Liaise with attendees to determine meeting times, durations, and venues. Copy and collate papers, ensuring all required information and equipment are available (e.g., Webex meetings). Meet, greet, and escort visitors. Record annual leave commitments of the judiciary in shared calendars and monitor leave usage on behalf of the President/VP. Update and circulate the weekly employment judges rota to necessary staff.
• Information Management: Answer and vet incoming calls based on knowledge of the caller or issues raised. Whenever possible, respond to callers directly by providing information or redirecting them to the appropriate member of staff or judiciary. Take messages and obtain contact numbers. Proactively manage emails, files, and correspondence, identifying those requiring urgent action, highlighting deadlines and action points, attaching related papers, and passing them to the appropriate judicial member. Track responses through bf systems and CTS, chasing up outstanding responses to ensure timeliness.
• Typing: Perform audio typing (using SpeechExec), compile and issue emails, letters, memos, judgments, records of proceedings, training records, and other significant judicial paperwork. Scan, reformat, and update documents, standardising layouts and creating templates. Keep knowledge and skills in this area up to date.
• Filing: Ensure all correspondence to and from the Secretary of the Tribunals from the President/VP is filed. Regularly update ongoing files when emails arrive for the President/VP regarding meetings with other organisations, etc.
• Complaints Management: Handle complaints confidentially. Open new complaints files with sequential numbering. Update appropriate records as new complaints arrive, bringing them to the President/VP’s attention for immediate direction. Collate required information and issue responses as needed. Complete an end-of-year return for the LCJ.
• Communication: Establish a close working relationship with the President/VP and communicate effectively to meet deadlines. Inform the President/VP of any changes in circumstances, such as postponed hearings, absent parties, or sick Employment Judges, to allow for immediate re-prioritisation of hearings.

Essential Criteria:

• 5 GCSEs including both Maths & English (or Level 2 equivalent)
• 2 A-Levels (D grade or higher)
• Basic Access NI Check

If you meet the criteria of this position and are interested in applying, please feel free to reach out to Sean at sean.burns-mooney@therecruitmentco.uk.