Personal Secretary Full Time

Personal Secretary

Our client, based in Belfast are looking for a Personal Secretary

For more information, please call Nuala 90 720137 or apply below

Job Role Required

Temporary Personal Secretary

Pay rate

Minimum wage for the first 12 weeks increasing to 13.11 from week 13

Required Start Date

5th October 2020

Duration of Placement

up to 51 weeks

Hours of Work

From Monday to Friday you will work 37 hours per week (the standard day is 7.5 hours) on a flexible basis, between 7.30am and 6.30pm with an agreed framework of core hours. Core time is the essential part of the day during which all staff should be present unless their absence is authorised by management. Start and finish times will be determined by business needs.

Hours per Week

37

Days of Work

Monday – Friday

Main Duties / Purpose Of Job/Function of Role

The main purpose and objective of a Personal Secretary is to provide an efficient, effective and responsive secretarial support service to the senior officer to ensure that their time is managed and utilised in the most effective manner. This requires proactive planning and managing of tasks within a constantly changing environment, the utilisation of well-developed interpersonal skills and adapting when necessary to changing roles and

working patterns.

Key Responsibilities

Diary Management

· Accurately organising and monitoring the senior officer’s diary on a daily basis. Meeting with the senior officer regularly to discuss, prioritise and action diary commitments, cancellations and rescheduling appointments.

· Liaising with attendees to determine times, durations and venues for meetings. Booking rooms and venues and arranging for or providing hospitality as necessary. Copying and collating papers and ensuring that the required briefing and equipment is available. Making the necessary security arrangements and meeting, greeting and escorting visitors.

· Making cost-effective travel and accommodation arrangements through internal branches or directly with service providers.

Information Management · 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 to the appropriate departmental official. Taking messages and obtaining contact numbers.

· Proactively manage emails, correspondence, papers, faxes, etc on arrival and identifying those requiring urgent action, highlighting deadlines and action points, attaching related papers and passing to senior officer for action. Where appropriate, redirecting to a departmental official for action, either without recourse to senior officer or in senior officer’s absence. Keeping senior officer’s informed of actions. Bringing important target dates and issues to senior officer’s attention on an ongoing basis, based on knowledge and experience of the subject matter.

· Logging the various information types received and issued into

electronic postbook(s), tracking responses through BF systems and chasing up outstanding responses to ensure deadlines are met.

· Typing, compiling and issuing emails, letters, acknowledgements,

minutes, memos, faxes, tables, presentations, charts, slides and

reports. Signing and circulating documents on senior officer’s behalf.

Typing and formatting documents from audio tapes and manuscripts.

· Co-ordinating inputs and drafting co-ordinated responses.

· Scanning, reformatting and updating documents, standardising layouts and creating templates and databases. Keeping knowledge and skills in this area up-to-date.

· Managing all emails, documents, correspondence, papers and files, in

both paper and electronic filing systems – copying, cataloguing, filing,

retrieving, archiving, reviewing and deleting/destroying in accordance

with guidelines or protocol. Opening and maintaining registered files.

· Researching information sources such as the intranet/internet, Hansard or press articles for items such as publications, records, press

releases, contact details and travel information.

Communciation

· Establish a close working relationship with their senior officer and

secretarial/administrative colleagues and communicate effectively in

order to meet targets and deadlines.

Miscellaneous

· Maintaining expenditure records, for example in relation to hospitality, stationery, training and mobile phones and processing creditor payments. Preparing expense claims.

· Monitoring the level of stationery supplies and office consumables and reordering as required.

· Secretariat of meetings including recording, producing and issuing

minutes.

· Collating, recording and issuing various registers and returns. Proof

reading and other tasks as delegated by the senior officer.

Knowledge and Skills

· Effective communication skills to engage with colleagues, often at a

senior level in order to meet tight timescales.

· Well-developed organisational skills, for example being able to

prioritise effectively and adapt to new situations as they arise.

· Ability to work flexibly on one’s own initiative without direct supervision, to work under pressure, frequently to tight deadlines and to recognise when to delegate, or seek assistance, as required.

· Ability to interpret and analyse information including anticipating and managing problems;

· Ability to work collaboratively; share information, build supportive

responsive relationships with colleagues and stakeholders thereby

establishing good working relationships;

· Knowledge of management principles and administrative processes, in accordance with GDPR;

· Sound working knowledge in the use of Windows applications including Word, PowerPoint, Project and Excel.

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