Management Support Assistant

The Recruitment Co are currently working with a largePublic Sector body who have a fantastic opportunity for a Management Support Assistant.

Main purpose of job

• To be responsible to the appropriate senior officer for the provision of business and administrative support including word processing, typing, filing and arranging appointments within the unit. The post holder will also assist in providing support and operational cover for other functions.
• To carry out all tasks within agreed time and quality targets.

Summary of duties include:

• To provide administrative and secretarial support for the Chief Executive and Chief Executive’s Support Unit as required.
• To supervise and manage the performance of any assigned staff to actively ensure their development in line with corporate procedures.
• To deal with incoming and outgoing calls for the Chief Executive and Chief Executive's Support Unit.
• To process confidential incoming mail, internal and external, and distribute and copy on a daily basis.
• To prepare minutes and agendas for meetings and service them as required.
• To type confidential letters and reports (including committee reports) as directed from hand written notes or digital dictation.
• To organise meetings as required including hospitality for meetings, too bookings, lunches and refreshments as required.
• To maintain and develop any filing systems in operation as directed.
• To requisition and receive goods, supplies and equipment as directed in line with council procedures.
• Assist the senior officers with the production of budgetary information including maintenance of petty cash float.
• To liaise with the Departmental Central Travel Booker re conference, travel and accommodation requirements for the Chief Executive.
• To participate in the review and development of unit procedures as required.
• To act in accordance with the council and departmental policies and procedures including customer care, equal opportunities, health and safety and any pertinent legislation.
• To participate in all induction and in-service training provided by Belfast City Council.
• To undertake the duties in such a way as to enhance and protect the reputation and public profile of the council.
• To undertake such other relevant duties as may, from time to time be required.

Essential Criteria:

Applicants must, as at the closing date for receipt of application forms, be able to demonstrate on the application form, by providing personal and specific examples, one year’s relevant experience in each of the following areas:

Carrying out administrative duties which may include diary management including organising appointments and meetings;

(b) liaising with senior management and professional officers; and

(c) servicing meetings including taking minutes and organising agendas.

To discuss this opportunity, please contact