Senior Administrative Assistant with PA Duties
Rate: £14.17 p/h
Hours; 22.5 hpw
Key Duties:
-Compile and collate reports for submission to Committee, Council meetings and working groups, and subsequent action lists.
-Liaise with relevant Members’ Services staff in relation to the collation of agenda items for meetings to ensure the timely preparation of reports and assist, if required, in the administration and support of Council meetings and committee meetings.
-Undertake research for and on behalf of the Director and provide background papers and reports as and when required.
?-Arranging meetings with Council Officers and Members, representatives of government departments and agencies, etc. on behalf of Director and make any necessary bookings for engagements and events as required.
-Receiving and redirecting mail to appropriate Officers for reporting to Committees or progressing.
-Ensuring an effective communication system with Members/Officers of Council, external organisations and members of the public.
-Deputise for the PA to Director to arrange and attend directorate meetings as required including preparing and issuing agendas, briefing and background papers, taking minutes and coordinating actions arising and ensure that actions are dealt with in accordance with the required timescales.
-Deputise for the PA to Director to prepare meeting packs for the Director in relation to meetings he/she will attend and provide the Director with all papers required for each day.
-Dealing with complaints and enquiries referred to the Director, using own initiative when attending to such matters or referring to other appropriate Officers when necessary, and follow up on any outstanding matters.
-Maintain relevant manual and electronic filing and records management systems to ensure all records are secure and easily retrievable, in accordance with policy.
-Maintain administrative systems as required, for example, Purchase Ordering, subsistence claims and Absence Management Systems, and ensure adequate stock of stationery and other consumables.
-Ensure compliance with all Council policies and procedures and operate within the highest standards of personal behaviour, which reflects the core values and behaviours of the organisation.
-Promote equality of opportunity and access in service delivery.
-Provide administrative assistance to the Directorate as reasonably assigned to cover for sickness, leave or other staff absences which shall include handling highly confidential and sensitive issues.
Essential Criteria:
-Five GCSE passes at grade A-C, NVQ level 2 or equivalent.
-A minimum of three years’ employment experience in all of the following areas:
* Personal Assistant experience to a Chief Executive/Director or Senior Manager.
* Minute taking
* Operating appropriate office administration systems – manual and electronic
-Where applicants do not hold the qualifications as outlined in 1 above, they must demonstrate a minimum of five years’ experience in 2 above.
Platinum Recruitment NI Ltd is an equal opportunities employer and a Corporate Member of the Recruitment and Employment Confederation (REC) and abide by the REC Code of Professional Practice. Platinum Recruitment NI Ltd adheres to all current employment legislation. Please note only those candidates shortlisted may be contacted.