Executive Officer – Belfast

The Recruitment Co; Belfast; On-site; GBP 22,000 - 30,000; Full time

Job summary

A leading company seeks a skilled personal assistant to provide secretarial support to the Permanent Secretary. The role requires exceptional organizational and communication skills, along with the ability to manage multiple tasks under tight deadlines. Ideal candidates will have strong educational backgrounds, including GCSEs and A-Levels, and proficiency in key Microsoft applications.

Qualifications

• Possession of 5 GCSEs including Maths and English certificates.
• Experience in effective communication with senior officials.
• Strong organizational skills to prioritize tasks effectively.

Responsibilities

• Providing secretarial support including diary management.
• Arranging meetings and managing correspondence.
• Liaising with various officials to follow up on outstanding cases.

Skills

Effective communication

Organizational skills

Ability to work collaboratively

Knowledge of management principles

Ability to interpret and analyse information

Education

5 GCSEs including Maths & English

2 A-Levels or equivalent

Tools

Windows applications including Word

PowerPoint

Excel

Project

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. The main activities of the post include: –

· Diary Management ensuring optimum use of the Permanent Secretary’s time;

· Ensuring all invitations received are allocated using the Knowledge Network System, monitored and responded to in a timely manner;

· Maintaining in-boxes to include monitoring, filtering and prioritising e-mails and setting up correspondence received by the Permanent Secretary which require a response using Knowledge Network and Content Manager.

· Arranging meetings, circulation of materials and making any necessary hospitality, car-parking, security, meeting and escorting duties as required.

· Preparing and providing papers and briefing material as required for meetings;

· Answering and vetting incoming telephone calls based on knowledge of caller or issue and responding to callers directly or redirecting callers to the appropriate departmental officials. Taking messages and obtaining contact numbers;

· Tracking responses and liaising with officials to follow-up on outstanding cases to ensure deadlines are met;

· Typing, compiling and issuing emails, letters and acknowledgements. Circulating documents on the Permanent Secretary’s behalf. Typing and formatting documents from audio tapes and manuscripts;

· Establish good working relationships including with the Minister’s Private Office, Press Office and senior officers and their teams; and

· Providing a supervisory role for administrative staff located within Office of the Permanent Secretary. Providing advice and guidance on systems and procedural issues, when necessary.

· The nature of the role means that other ad hoc tasks may arise, including at short notice

– Must have 5 GCSEs including Maths & English & 2 A-Levels or equivalent (must be able to show certificates)

– Effective communication skills to engage with colleagues, often at a senior level 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.