PT Senior Administration Assistant – 22.50 hours – Lisburn
To assist the PA to Director to provide confidential executive, secretarial and administrative support to the Director in ensuring services are delivered efficiently and effectively.
This role requires regular communication and interaction with Elected Members, Senior Officers and a wide range of external stakeholders.
MAIN DUTIES AND RESPONSIBILITIES
The following duties are typical for this role. The post-holder may not perform all of the listed duties and/or may be required to perform additional or different duties from those outlined to address business needs and changing business practices.
1. 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.
2. To assist the PA to the Director with diary and email management for the Director to include:
a. 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.
b. Receiving and redirecting mail to appropriate Officers for reporting to Committees or progressing.
c. Ensuring an effective communication system with Members/Officers of Council, external organisations and members of the public.
3. 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.
4. 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.
5. Receive and assist visitors and assist with the preparations for special events, as required.
6. 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.
7. Maintain relevant manual and electronic filing and records management systems to ensure all records are secure and easily retrievable, in accordance with Council policy.
8. Maintain administrative systems as required, for example, Purchase Ordering, subsistence claims and Absence Management Systems, and ensure adequate stock of stationery and other consumables.
9. 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.
10. Promote equality of opportunity and access in service delivery.
11. 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.
Person Specification – Senior Administrative Assistant with PA Duties
Essential Criteria
Qualifications and Experience:
5 GCSE passes at grade A-C, NVQ level 2 or equivalent.
A minimum of 2 years’ employment experience in all of
the following areas:
1. Personal Assistant experience to a Chief
Executive/Director or Senior Manager.
2. Minute taking
3. Operating appropriate office administration systems – manual and electronic
Where applicants do not hold the essential qualifications, they must hold 2 GCSE passes at Grades
A – C, or equivalent and demonstrate a minimum of 4
years’ experience as outlined above.
Technical Competent in the use of Word, Excel, Lotus
Other Information:
Location : Lisburn
Start Date: 18 November 24
Hourly Rate of pay £14.17 per hour plus accrued holiday pay
Hours of Work: 22.50 hours per week (Tuesday Wednesday and Thursday)
Closing Date: 12 November 2024
To Apply: If you would like to apply for this role, please send us your updated CV via the link provided and one of the team will be in touch with you. Or if you would like to discuss this position, please contact our office to speak to one of our consultants.
We are an equal opportunities employer. We welcome applications from all suitably qualified persons.