Executive Assistant to CEO – Band 4

Honeycomb Jobs Ltd; Belfast City District; On-site; GBP 16,000 - 23,000; Full time

Job summary

Northern Ireland Medical and Dental Training Agency (NIMDTA) is seeking a proactive Executive Assistant to support the CEO and Director of Education/Postgraduate Medical Dean. The role demands high organisation, discretion, and effective coordination with senior management and external stakeholders.

Based in Newtownbreda, it is a full-time position on a temporary contract up to 9 months, with standard hours and a strong emphasis on governance, reporting, and diary management.

Qualifications

• GCSE English and GCSE Mathematics (A-C) or equivalent qualifications to demonstrate literacy and numeracy, or a higher qualification
• Two A Levels or equivalent, or a higher qualification
• 18 months' relevant administrative experience
• OR a minimum of three years' relevant administrative experience
• Experience using Microsoft Office applications, including Word, Excel and PowerPoint

Responsibilities

• Provide comprehensive executive and administrative support to the CEO and DoE/PGMD.
• Act as a first point of contact for communications with government departments, Health and Social Care organisations and other external stakeholders.
• Manage confidential and sensitive information, identifying priorities and responding to urgent matters appropriately.
• Assist with correspondence, report writing and the preparation of executive documentation.
• Arrange and coordinate meetings, appointments, travel and diary commitments.
• Provide administrative support to Senior Management Committee meetings, one-to-one meetings and other corporate working groups.
• Support the preparation of agendas, reports, business cases and governance documentation.
• Maintain effective administrative systems, processes and procedures.
• Use Microsoft Office applications to capture, analyse and present information for reports and management purposes.
• Monitor deadlines, coordinate information and support the effective delivery of corporate objectives.

Job description

Executive Assistant to CEO & DoE/PGMD - Band 4

Honeycomb is delighted to be working in partnership with the Northern Ireland Medical and Dental Training Agency (NIMDTA) to recruit an Executive Assistant to support the Chief Executive Officer and Director of Education/Postgraduate Medical Dean.

Organisation

Organisation: Northern Ireland Medical and Dental Training Agency (NIMDTA)
Salary: £14.06 per hour
Hours: Full-time, 37.5 hours per week
Working Hours: Monday-Thursday, 9am-5pm; Friday, 8.30am-4.30pm
Location: Newtownbreda
Contract: Temporary, up to 9 months

The Opportunity

NIMDTA is seeking a proactive and highly organised Executive Assistant to provide comprehensive administrative support to the Chief Executive Officer (CEO) and Director of Education/Postgraduate Medical Dean (DoE/PGMD).

The Role

Working closely with senior management, you will provide a confidential, efficient and professional administrative service. Acting as an important point of contact between the executive office, staff and external stakeholders, you will help coordinate communications, manage information and ensure priorities and deadlines are effectively maintained.

The successful candidate will be comfortable handling sensitive information, exercising initiative and managing competing demands while maintaining accuracy and professionalism.

Key Responsibilities

• Provide comprehensive executive and administrative support to the CEO and DoE/PGMD.
• Act as a first point of contact for communications with government departments, Health and Social Care organisations and other external stakeholders.
• Manage confidential and sensitive information, identifying priorities and responding to urgent matters appropriately.
• Assist with correspondence, report writing and the preparation of executive documentation.
• Arrange and coordinate meetings, appointments, travel and diary commitments.
• Provide administrative support to Senior Management Committee meetings, one-to-one meetings and other corporate working groups.
• Support the preparation of agendas, reports, business cases and governance documentation.
• Maintain effective administrative systems, processes and procedures.
• Use Microsoft Office applications to capture, analyse and present information for reports and management purposes.
• Monitor deadlines, coordinate information and support the effective delivery of corporate objectives.

Essential Criteria

Applicants must be able to demonstrate the following:

GCSE English and GCSE Mathematics (grades A-C) or equivalent qualifications to demonstrate literacy and numeracy, or a higher qualification AND Two A Levels or equivalent, or a higher qualification AND 18 months' relevant administrative experience.

OR

A minimum of three years' relevant administrative experience.

Relevant experience includes working in an office environment undertaking administrative duties such as preparing correspondence, maintaining systems and databases, and communicating with stakeholders.

Experience using Microsoft Office applications, including Word, Excel and PowerPoint.

Additional Requirement

A current full UK driving licence and access to a car for use on appointment.

The Person

We are looking for someone who can demonstrate:

• Excellent organisational and administrative skills.
• Strong written and verbal communication abilities.
• A high level of accuracy and attention to detail.
• The ability to prioritise workloads and work to deadlines.
• Confidence handling confidential and sensitive information.
• Good judgement and the ability to analyse information to support decision-making.
• The ability to work independently and as part of a wider team.
• Confidence managing and coordinating work for themselves and others.
• A professional and flexible approach to supporting senior management.

Desirable Experience

The following experience would be advantageous:

• Coordinating arrangements for meetings and events.
• Providing administrative support to committees, including minute-taking.
• Financial administration, including processing payments and invoices.

Why Join NIMDTA?

This is a fantastic opportunity to join an organisation that plays an important role in the delivery and development of medical and dental education and training across Northern Ireland.

If you need any reasonable adjustments or additional assistance during the recruitment process, please let us know and we will be happy to make the necessary arrangements.

Please note that successful candidates may be required to undergo a Basic or Enhanced AccessNI check, with a fee of £18+. Having a previous conviction will not automatically prevent an appointment, and any information disclosed will be treated with the appropriate level of confidentiality.

Honeycomb is committed to providing equal opportunities throughout the recruitment process. Due to the high volume of applications we receive, we may not be in a position to respond to every applicant individually. We would, however, like to thank everyone who expresses an interest in this opportunity.