Personal Assistant

Apple Recruitment are recruiting for a Band 4 Personal Assistant on behalf of Chief Executive's Office at Royal Victoria Hospital.

Job Summary / Main Purpose

To provide support to the Chairman/Chief Executive/Director/Senior HQ staff in an efficient, effective and high quality manner and to act as a conduit between the Chairman/Chief Executive/Director/Senior HQ and the Executive Team. The post holder will be accountable to the Chairman/Chief Executive/Director/Senior HQ staff, will be responsible for the coordination of their workload, and for ensuring necessary follow up action and deadlines are met.

• Responsible for the organization and provision of personal assistant duties and support to the Chairman/Chief Executive/Director/Senior HQ staff. This will include, diary management, dictation, minute taking, word processing, mail management, file maintenance and the preparation of papers, reports, briefings etc.
• Establishment of office procedures and the creation of a filing system for the office in line with Records Management requirements.
• Research, collation and presentation of information and reports as necessary.
• Taking appropriate action in relation to mail, telephone and other enquiries to the Chairman/Chief Executive/Director/Senior HQ staff ensuring effective messaging and “bring forward” systems are in place and that the necessary follow up action is undertaken.
• Drafting correspondence and reports on behalf of the Chairman/Chief Executive/Director/Senior HQ staff.
• Service all meetings including the preparation and timely issue of agenda and papers, production of minutes and progression of business.
• Responsible for initiating and follow up action arising from various meetings arranged by the Chairman/Chief Executive/Director/Senior HQ staff.
• Maintain effective working relationships and appropriate communication networks with key stakeholders both internal and external to the Trust, and present a professional image appropriate to the office of the Chairman/Chief Executive/Director/Senior HQ staff.
• Deal with the receipt, distribution and action of all mail and correspondence.
• Liaise with the Department of Health, Social Services and Public Safety and other external agencies on behalf of the Chairman/Chief Executive/ Director/Senior HQ staff.
• Maintain the diaries of the Chairman/Chief Executive/Director/Senior HQ staff, make appointments and arrange meetings as required.
• Provide administrative and secretarial support to the senior management team.
• This job description is subject to review in the light of changing circumstances and is not intended to be rigid and inflexible but should be regarded as providing guidelines within which the postholder works. Other duties of a similar nature and appropriate to the grade may be assigned from time to time by other Senior HQ staff.

If you wish to apply or would like more information, please email your CV in Microsoft word format to Daniel Finlay by clicking on the link below by 1st August 2024. You must also include a bullet pointed synopsis at the top of your CV demonstrating how exactly you meet the Essential Criteria below:

Essential Criteria:

Applicants must, by the closing date for applications, have:

Experience/Qualifications

1a.) HNC / HND or equivalent / higher qualification in an administrative related field AND 2 years’ experience in a clerical / administrative role.

OR

1b.) 4 GCSEs at Grades A-C / 4-9 including English or English Language (excluding English Literature) and Math or equivalent / higher qualification AND 3 years’ experience in a clerical / administrative role.

OR

1c.) At least 3 years’ experience as a personal assistant/secretary to include experience of diary management, servicing meetings and minute taking.

Additional Requirements

2. Hold RSA Stage 2 Typing and/or Audio Typing or 12 months typing experience, to include the use of Microsoft packages (Eg Word, Excel), typing of reports, formatting & circulation of correspondence.

Knowledge/Skills/Abilities

3. Excellent communication, organisational and time management skills.

4. Proven ability to exercise good judgement, initiative and discretion.

5. Ability to communicate effectively.

6. High level word processing, excel and PowerPoint skills and high level minute taking to include quick turnaround of same.

If you wish to apply or would like more information, please email your CV in Microsoft word format to Daniel Finlay by clicking on the link below by 1st August 2024.

Applicants must ensure their CV is accurate and up to date. The CV should include your full employment history inclusive of dates, all academic achievements and full personal contact details.

Please note only applicants that match this criteria can be considered for the role.

Apple Recruitment Services is acting as an Employment Agency in relation to this vacancy. Apple Recruitment Services is an Equal Opportunities Employer.