We are currently recruiting for a Personal Secretary to be based in Titanic Boulevard BT3

Start date: ASAP 

Rate of pay: £15.83ph

Hours of work: 37 – Monday to Friday 9am-5pm

Location:     2 Titanic Boulevard, Belfast, BT3 9HQ

Key Responsibilities:

The post-holder will provide essential support to the Director to ensure that their time is managed efficiently and effectively and that work is allocated appropriately across the Division.

This role will involve managing the Director’s diary, fielding telephone calls, issuing reminders, liaising with various Departmental staff and external stakeholders, and scheduling various appointments and meetings.

Key duties for this role will include:

Secretarial Support

•    Providing an efficient/effective secretarial support service to the Director to ensure that their time is managed and utilised effectively.
•    Typing, compiling, and issuing emails, letters, acknowledgements, minutes, memos, tables, presentations, charts, slides and reports.
•    Proactively planning and managing tasks within a constantly changing environment.
•    Secretariat of meetings including recording, producing, and issuing minutes.
•    Ensuring that all papers are prepared in advance of meetings.
•    Answering and vetting all incoming telephone calls based on knowledge of caller or issue raised.
•    Providing information and/or re-directing to appropriate teams.
•    Assist with managing Director travel plans and liaison with DfC Travel Desk

Diary Management

•    Organising and monitoring Director diaries on a daily basis.  This will include scheduling, re-scheduling and cancelling appointments where required.
•    Prioritisation of diary commitments and ensuring that various requests are actioned and brought forward for consideration.
•    Liaising with attendees to determine times, durations, and venues for meetings. Booking rooms and venues and arranging for or providing hospitality, as necessary. Printing and collating papers and ensuring that the required briefing and equipment is available. Making the necessary security arrangements and meeting, greeting and escorting visitors

Correspondence

•    Management of all forms of correspondence (hard copy and electronic).
•    Identifying and prioritising those requests that require urgent attention.
•    Ensuring that deadlines are met and logging and tracking responses and chasing up outstanding responses.
•    Use of electronic filing system (CM).
•    Cataloguing and retrievingdocuments as necessary for the Director.
•    Passing correspondence to Director to progress and/or re-directing to Branches as appropriate.

Maintaining Business Support mailbox

•    Proactively manage emails, correspondence, papers, etc. on receipt; identifying those requiring urgent action; highlighting deadlines and action points; keeping the Director informed of actions. Bringing important target dates and issues to their attention on an ongoing basis, based on knowledge and experience of the subject matter.
•    Management of Machinery of Government (AQ’s, INV’s, CORR’s etc.) returns including circulation & co-ordination of responses etc.
•    Manage, collate and return information for commissioned returns as requested by Dep Secs Office.
•    To co-ordinate and provide detail as requested in accordance with requested timeframes
•    Completion of Weekly/Monthly Stats as required to support PRONI business
•    To manage, review and update branch documents including Gifts and Hospitality Register, Organisational Chart, Staff Lists, SMT leave charts, Conflicts of Interest etc. (List is not exhaustive)
•    Ad-hoc activities as requested by PRONI Director e.g. HR/Staffing updates (Probably more PS orientated but at least the ad-hoc aspect is a catch all for everything else not listed).
•    Update and maintain the PRONI BS Returns Database.

Security

•    To adhere to all aspects of the NICS/DfC/PRONI procedures including, but not limited to, PRONI TQ Protocols; Document Security (Clear Desk policy, Security Manual and Repository Handbook); Document Handling (PRONI Preservation Handling guidance); IT usage (NICS policy); Dignity at Work (NICS policy); measured by the personal commitment shown to the compliance of these procedures.

Other

•    Provide Power User support for Business Support
•    Update PRONI Hospitality Register
•    Quarterly update of ECG Hospitality Register for Director
•    Commission Monthly Staff Updates from HOBs for issue to staff
•    Creating Powerpoint Presentations for Director for talks
•    Provide a weekly summary to Director of diary for the upcoming week
•    Staff organisational chart issued to staff monthly
•    Maintain PRONI Telephone extension list
•    Attendance at ECG Support Team Forum

Essential Criteria applicants must have:

Access NI

5 GCSEs including Math’s and English and 2 Alevel’s