Personal Secretary – Bangor

The Recruitment Co; Bangor; On-site; GBP 10,000 - 40,000; Full time

Job summary

A UK recruitment agency is seeking a full-time Personal Secretary to manage the diary and correspondence of a senior officer. The role requires excellent organizational skills and at least one year of secretarial experience. Applicants should possess 2 A-Levels and 5 GCSEs, including Maths and English. Duties include managing emails, booking meetings, and preparing minutes, among other tasks. This position offers a competitive pay rate and flexibility in hours, with potential extensions past March 2026.

Qualifications

• Minimum of 1 year of secretarial experience in an office environment.
• Experience with diary and mailbox management, word processing, and planning.

Responsibilities

• Organize and monitor senior officer’s diary daily.
• Proactively manage emails and correspondence.
• Prepare minutes for meetings and maintain expenditure records.

Skills

Diary Management

Information Management

Communication

Organizational Skills

Attention to Detail

Education

2 A-Levels in separate subjects

5 GCSE’s including Maths and English

Job description

Position: Personal Secretary (EO2)

Pay Rate: £15.83 per hour

Hours: Full Time – 9 to 5; Monday to Friday. Alternative hours / patterns / flexible working would be considered

Duration: up to 29th March 2026 with possibility of extension

Start Date: ASAP

Location: Rathgael House, Bangor

Job Duties:

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 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 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.

Cover

• Providing secretarial cover as part of the wider secretarial team

Communication

• 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.

Essential Criteria

• 2 A-Levels in separate subjects
• 5 GCSE’s including Maths and English

Desired Experience

1. Level 2 diploma in Secretarial Administration
2. BTEC Level 2 Extended Certificate in Business Administration

At least 1 year’s secretarial experience.

Applications will also be considered from applicants with relevant formal qualifications considered by the selection panel to be of an equivalent or higher standard to those stated.

Additional Experience

• Secretarial experience is defined as experience in an office-based environment to include diary and mailbox management, dealing with enquiries, word processing, planning and prioritising work, co-ordinating and drafting responses and secretariat to meetings.
• The successful applicant will be required to complete an Access NI during registration.