Executive Officer – Belfast

The Recruitment Co; Belfast; On-site; GBP 25,000 - 30,000; Full time

Job summary

A recruitment agency in Belfast is seeking a dedicated individual to provide secretarial support to the Permanent Secretary. Responsibilities include managing diaries, arranging meetings, and maintaining effective communication. Candidates should have a minimum of 5 GCSEs including Maths & English and 2 A-Levels, alongside strong organizational and problem-solving skills. This is a full-time role with working hours from 9 to 5, Monday to Friday.

Benefits

Gain valuable skills

Diverse and inclusive employer

Qualifications

• Minimum 5 GCSEs including Maths & English, and 2 A-Levels or equivalent.
• Effective communication skills for engaging with colleagues at all levels.
• Strong organizational skills with the ability to prioritize and adapt.

Responsibilities

• Provide secretarial support to the Permanent Secretary.
• Manage diary and invitations effectively.
• Prepare papers and materials for meetings.

Skills

Effective communication skills

Strong organizational skills

Problem-solving skills

Collaborative approach

Education

5 GCSEs including Maths & English and 2 A-Levels

Tools

Windows applications (Word, PowerPoint, Project, Excel)

Job description

Social network you want to login/join with:

• Gain valuable skills and progress your career
• Diverse and inclusive employer with active social mobility policies

Hours of Work: 9 to 5, Monday to Friday

Job Duties:

The post holder provides the Permanent Secretary with an efficient, effective, and responsive secretarial support service. Main activities include:

1. Diary management to optimize the Permanent Secretary's time;
2. Managing invitations received, allocated via the Knowledge Network System, and responding promptly;
3. Maintaining inboxes by monitoring, filtering, prioritizing emails, and handling correspondence using Knowledge Network and Content Manager;
4. Arranging meetings, circulating materials, and coordinating hospitality, parking, security, and escort duties as needed;
5. Preparing papers and briefing materials for meetings;
6. Answering and vetting incoming calls, responding or redirecting as appropriate, and taking messages;
7. Tracking responses and liaising with officials to follow up on outstanding cases to meet deadlines;
8. Typing, compiling, and issuing emails, letters, acknowledgements, and circulating documents on behalf of the Permanent Secretary, including from audio tapes and manuscripts;
9. Building and maintaining good working relationships with the Minister’s Private Office, Press Office, senior officers, and their teams;
10. Supervising administrative staff within the Office of the Permanent Secretary, providing advice on systems and procedures;
11. Performing other ad hoc tasks as required, sometimes at short notice.

Minimum Requirements:

• 5 GCSEs including Maths & English and 2 A-Levels or equivalent (certificates required);
• Effective communication skills for engaging with colleagues at all levels;
• Strong organizational skills with the ability to prioritize and adapt;
• Ability to work independently, under pressure, and meet tight deadlines;
• Problem-solving skills to interpret and analyze information;
• Collaborative approach to building supportive relationships;
• Knowledge of management principles and administrative processes, including GDPR compliance;
• Proficiency in Windows applications such as Word, PowerPoint, Project, and Excel.

Hours of Work: 9 to 5, Monday to Friday