Personal Assistant

PA to the Senior Management Team

My client is a leading organisation based in Newry, who are currently seeking an experienced PA to support the Senior Management Team.

This is a full-time, Permanent position.

Working hours: Monday – Friday: 36 hours per week (Hybrid working – with 1 day per week WFH)

With a salary of £23,500 - £23,893 per annum (dependent on experience)

Successful candidate will be required to an Access NI check.

Job Purpose:

You will be responsible for providing a comprehensive administrative and secretarial support service to the Assistant Director External Engagement & Partnership and to ensure that confidentially of all communications is maintained.

Essential Criteria:

• Minimum of 2 years’ (within the last 5 years’) relevant administrative experience in a busy modern office.
• A Level 3 qualification (or higher) in Business/Administration or a closely related area.
• A pass grade at GCSE Level in English Language or Essential Skills Level 2 in Literacy or an equivalent qualification.
• A pass grade at GCSE Level in Mathematics or Essential Skills Level 2 in Numeracy OR NICATS Access Maths Modules or an equivalent qualification.
• IT proficient with the use of software packages including Microsoft Office Suite.
• Excellent communication skills both written and verbal – with the ability to communicate with stakeholders at all levels.
• Ability to manage and prioritise workload while adhering to strict deadlines.
• Ability to work on your own initiative as well as part of a team.
• May be required to undertake work outside of normal working hours on occasions.
• May entail travel between sites – must be able to demonstrate how you can meet this requirement e.g. hold a full current driving licence and a car for official business or have access to a form of transport which will enable you to meet requirements.

Desirable Criteria:

• OCR/RSA Stage 2 (Parts I & II) Word Processing or equivalent qualification e.g., ECDL.

Main Duties and Responsibilities:

• Act as private and confidential secretary to the Senior Manager.
• Maintain an appointments and desk diary for the Senior Manager.
• Develop and maintain both a manual and computerised filing system for the Senior Manager.
• Attend meetings as required, taking minutes and ensuring circulation of same.
• Provide secretarial and clerical support including word processing, reprographics, mail handling, requisition processing, and organising appointments.
• Receive and respond promptly to all of the Senior Manager’s correspondence.
• Prioritise, direct and dispatch the Senior Manager’s mail.
• Organise, prepare and follow up meetings both internally and externally.
• Ensure that the Senior Manager is administratively prepared for all meetings.
• Host and prepare light hospitality for the Senior Manager, visitors and guests.
• Assist the Senior Manager in the maintenance of staff time and attendance.
• Plan and organise events and functions as appropriate e.g. award ceremonies.
• Act as a minute secretary to the Team meetings as required.
• Liaise with middle and senior managers on matters relating to administration to ensure an effective, efficient and high-level quality administration service.
• Undertake training with other PA’s and administration staff to ensure familiarity with systems and procedures.
• Assist in the collation of information, compilation, and dissemination of reports for the Senior Manager.
• Assist in updating a Risk Management Register for the Functional Area.