Executive Officer - Communications

WFH / Hybrid Role (Attend Office at least 2 days per week)
Have you got PA/Admin experience? Have you always wanted to work in the Public Sector?
Brook Street (UK) Ltd are recruiting temporary-full time Executive Officer's to work closely with the Communication's Department of Northern Ireland's leading Government Organisation based in Belfast City Centre.
Our client is a regional body with responsibility for the provision and delivery of education and youth services across Northern Ireland. This is an exciting opportunity for an experienced Personal Assistant/Senior Administrator to grow and learn with a Public Sector organisation.
As Executive Officer to Head of Communications, you will be confident in Minute taking, Diary Management and the use of MS Packages including Excel, Outlook, and Word. You will have the ability to arrange meetings, manage reminders on tasks and deadlines and manage a busy mailbox.
Duties Include:
Responsible for the provision of diverse, confidential administrative support to the Head of Communications and senior staff.
The post-holder will also be required to work flexibly and collaboratively with other administrative staff within the office, for example in order to provide cover for periods of annual leave or to support the effective management of peaks and troughs in workload.
Providing a high quality, confidential administrative support service across a diverse range of areas.
Diary management including organising and prioritising diary commitments.
Organising meetings, including collating papers, briefing delegates, greeting and escorting visitors and making cost-effective travel arrangements.
Minute taking as required.
Answering and vetting all incoming calls, including media queries and whenever possible responding to callers directly by providing information or redirecting to an appropriate member of staff.
Logging, prioritising, and tracking all correspondence from arrival, including high priority media queries, drafting responses where appropriate, redirecting to and following up on responses from other members of staff, updating the Assistant Director and bringing important issues and target dates to his/her attention.
Typing, compiling, and issuing emails, letters, acknowledgements, minutes, memos, and reports. Circulating documents on the Head of Communication's behalf. Collating inputs from various sources into a co-ordinated response.
Using sources such as the intranet/internet, Hansard or press articles to research information.
Maintaining records, ensuring that information is recorded, stored, managed, and disposed of appropriately and in line with relevant guidance.
Supporting the Head of Communications in managing his/her relationships with education and business partners at a senior level.
Managing communications queries from staff, schools and media
Issuing media invitations and managing RSVPs
Responding to emailed media queries and issuing pre-approved response where appropriate
Conducting research
Uploading pre-approved content to the intranet
Managing public enquiry email account, responding where necessary and liaising with the relevant directorates to ensure all enquires receive a satisfactory and timely response.
Maintaining records, ensuring that information is recorded, stored, managed and disposed of appropriately and in line with relevant guidance.
Daily day-to-day management of the Communications office
Managing and ordering office supplies and resources via Oracle system
Any other duties, related to the role, which may arise from time to time.
TO BE ELIGILBLE FOR THIS ROLE, YOU MUST HAVE:
Five GCSEs at Grade C or above or equivalent qualification
NVQ Business Administration level 1 (or suitable Personal Assistant & administrative experience)
Basic knowledge of Microsoft Office & MS Teams
Good communication skills, both oral and written
Ability to prioritise workload and work under pressure
YOU WILL BENEFIT FROM:
Full training and induction
Contribute positively to Education Authority NI`s values
Competitive rates of pay
Brook Street (UK) Ltd back-office support and mentoringAt Brook Street, we believe that by harnessing diversity of thought and experience across our company, exceptional things happen. We continually strive for a highly diverse workforce and an inclusive culture where everyone feels valued, listened to and able to discover their personal best.
At Brook Street, we believe that by harnessing diversity of thought and experience across our company, exceptional things happen. We continually strive for a highly diverse workforce and an inclusive culture where everyone feels valued, listened to and able to discover their personal best.
Brook Street is a Disability Confident Leader, and we have also hold Gold Award status from the Defence Employer Recognition Scheme.
Our supply of Contingent Workers to the Public Sector Resourcing Framework (PSR) has driven us to take further steps in supporting candidates with disabilities or veterans. Through our Guaranteed Interview Scheme, we offer candidates with disabilities and veteran who meet the stipulated criteria for the role, a guaranteed interview with a PSR Sourcer.
Should you identify as a candidate with a disability or as a veteran, we encourage you to reach out to us via the Brook Street website. Here you will find a link to register your interest and the role that you are interested in. We are committed to engaging with you.
Throughout the application process we will discuss any reasonable adjustments needed. Your comfort and accessibility are of utmost importance to us, and we are eager to ensure a seamless communication journey.
The rate of pay is £11.92 per hour, the hours of work are (Apply online only) Monday to Friday.
If you would like to apply for this role, please call Melissa at Brook Street (UK) Ltd on
(phone number removed) for a confidential chat or email your CV via the `Apply` link