Personal Secretary – Newforge.

  • Newforge
  • Please see job description

Personal Secretary – Newforge

  • Newforge
  • Please see job description
  • Posted October 13, 2023

Our client, a large public sector organization based in Newforge, is seeking a dedicated and skilled Personal Secretary to join their team.

Location: Stormont

Duration: 04/04/2023

Rate of Pay: £13.81

Start Date: ASAP

Main Duties:

Main Duties / Purpose of Job / Function of Role Servicing Corporate Meetings
· Organise and prepare for a range of corporate meetings
· Liaise with attendees to determine times, durations and venues for meetings, including, but not limited to:
o Booking rooms and venues and arranging for or providing hospitality as necessary;
o Printing and collating papers in a timely and efficient manner ensuring that all correspondence is presented in the correct format i.e. style, content, delivery and presentation;
o Ensuring that the required papers and equipment is available;
o Prepare agendas for meetings when appropriate, circulate papers and provide instructions to attendees of meetings;
o Making the necessary security arrangements and meeting, greeting and escorting visitors;
· Attend meetings to take and write up minutes;
· Maintain a clear and organised file of all correspondence, papers, minutes, agendas;
· Ensuring all necessary file notes and records of meeting are finalised by the CEO, or appropriate member of staff, and collated and filed;
· Provide support to the Board & Executive Support Manager in respect of EMT, AFBI Board and AFBI Board Sub-Committees as required.
Information Management
· Processing all emails, correspondence, papers, faxes, etc on arrival, identifying those requiring urgent action, highlighting deadlines and action points, attaching related papers and passing to the CEO for action.  Where appropriate, redirecting to applicable person(s) for action, either without recourse to the CEO or in CEO’s absence.  Keeping CEO informed of actions.  Bringing important target dates and issues to CEO’s attention on an ongoing basis.
· Typing, compiling and issuing emails, letters, acknowledgements, minutes, memos, faxes, tables, presentations, charts, slides and reports.
· Typing and formatting documents from audio tapes and manuscripts.
· Collating inputs together from various sources into a co-ordinated response.  Scanning, reformatting and updating documents, standardising layouts and creating templates / database(s).
· Managing all emails, documents, correspondence, papers and files, both paper and electronic filing systems – copying, cataloguing, filing, retrieving, archiving, reviewing and deleting / destroying in accordance with guidelines or protocol;
· Researching information sources such as the intranet / internet or press articles for items such as publications, records, press releases, contact details and travel information.
Diary Management
· Assisting in the production and maintenance of Corporate Meetings Calendars
· Accurately organising and monitoring the CEO’s diary on a daily basis.  Using own initiative to prioritise, deal with conflicting engagements, cancel and re-schedule as necessary and meeting with the CEO regularly to discuss, prioritise and action diary commitment arrangements.
Telephone Duties
· Providing an efficient telephone service is a major part of the PA’s role in this office.  The position is in the public dimension of the CEO’s office and it is necessary to provide a friendly and efficient service to both internal and external stakeholders including, but not limited to:
o Answering and vetting all incoming telephone calls based on knowledge of caller or issue(s) raised.  Whenever possible, responding to callers directly by providing information or redirecting them to the appropriate person.  Taking messages and obtaining contact numbers.
o In the CEO’s absence all calls are recorded and return calls made upon the CEO’s return to office.  An up-to-date telephone directory should be kept with commonly called numbers.
Other Duties
· Maintaining expenditure records, for example, in relation to hospitality and training;
· Preparing and processing expense claims and hospitality payments;
· Draft, sign and circulate documents, for example acknowledgements, holding replies and on occasion collate information from a range of sources to assist with the preparation of composite responses on behalf of the CEO;
· Research information sources such as the internet or press articles for items such as publications, records, press releases, contact details and travel information and undertake proof reading and other tasks as delegated by the CEO;
· Making cost-effective travel and accommodation arrangements through internal branches or directly with service providers;
· Collating, recording and issuing various registers and returns.
Essential Criteria:
· Experience of arranging in person /online meetings, preparing agendas, collating papers and taking minutes at high level meetings.
· Excellent organisational skills and an ability to work as part of a team or under own initiative in order to meet tight deadlines.
· Excellent oral and written communication skills and experience in producing reports to senior management.
· Competence in Microsoft Word and Microsoft Outlook
· Experienced in PA duties including Diary Management

**Please note that successful applicants will be required to complete an AccessNI check**

To apply please send your CV via the link or email

This opportunity is no longer accepting applications.

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