Temporary
Secretarial Assistant- Belfast City Centre - Public Sector
Now
to end of December 2024
Main purpose of job:
Be
responsible to the PA/Secretary for assisting in the provision of the full
range of PA/Secretarial duties; for example, arranging appointments, filing,
shorthand, audio typing, photocopying and other relevant duties. He or she will also assist in providing
support to the Departmental Management Team (DMT) and other section members as
necessary.
Liaise
with senior representatives of outside bodies and elected representatives on
behalf of the Director and DMT as required.
Ensure
that all tasks are carried out to agreed quality and time targets.
Summary of responsibilities
and personal duties:
1.
Deputise
for the PA/Secretary as requested for the full range of the post’s duties.
2.
Assist
with composing and typing confidential letters, reports etc. either on own
initiative, as directed by the PA/Secretary or in accordance with general or
specific directions, or as prepared or dictated by the Director and DMT for
example, legal opinions, reports, presentations of briefs for council and consultants
for signature by the Director and DMT as required.
3.
Assist
the PA/Secretary to open all private and confidential mail sent to the Director
and DMT and department mail as required.
4.
Arrange
appointments and meetings, including refreshments as required for internal and
external meetings.
5.
Meet
with callers asking to see the Director and DMT in their absence as required.
6.
Assist
with the preparation of committee reports within the deadlines involved.
7.
Assist
the PA/Secretary with maintaining departmental files and the personal filing
systems and diary of appointments for the Director and DMT.
8.
Filter
telephone calls for the Director and DMT and make calls as required on their
behalf.
9.
Deal
with members of the council, Members of the Local Assembly (MLA’s), Members of
the European Parliament (MEP’s) and other elected representatives and liaise
between the Director, DMT and other senior and departmental managers.
10.
Assist
in dealing with complaints and enquiries from the general public and liaise
with other council departments and outside agencies as necessary.
Full Job Description
available
Essential criteria
Qualifications and
experience
Applicants
must, as at the closing date:
·
have
five GCSEs (grades A – C) including English, or equivalent qualifications; and
·
be
able to demonstrate, by providing personal and specific examples, at least one
year’s relevant experience in each of the following areas:
a)
carrying
out secretarial and administration duties within an office environment which
must include diary management, arranging meetings and appointments;
b)
servicing
meetings, including taking and preparing minutes; and
c)
carrying
out administrative duties to strict deadlines including processing incoming
mail and maintaining a filing system.
Special
skills and attributes
Applicants
must be able to demonstrate
Communication skills: the ability to compose
and type confidential letters and memos, to prepare minutes and to draft
reports for senior management and the ability to give clear instructions to
staff and to provide operational information to managers.
Information technology
skills:
proficiency in the use of standard office programmes including word processing,
spreadsheets and presentation packages.
Work planning and
decision making skills: the ability to prioritise work and make effective
decisions to achieve objectives.
Team working skills: the ability to work as
part of a team and to contribute to the success of the team and the achievement
of objectives.
Political sensitivity
skills:
the ability to establish good working relationships with elected members and
senior staff and an awareness of the importance of day-to-day public relations.
Customer care skills: an awareness of the
importance of responding to the needs of internal and external customers and
the ability to be discreet, sensitive and maintain confidentiality.
Short-listing criteria
In
addition to the above qualifications and experience, Belfast City Council
reserves the right to shortlist only those applicants who, as at the closing
date for receipt of application forms:
· in the first instance, are
able to demonstrate on the application form, by providing personal and specific
examples, at least two years’ relevant experience in each of the above noted
three areas a) to c);
· in the second instance,
have RSA Stage 2 (Parts 1 and 2) Word Processing, or OCR Intermediate Word/
Text Processing or an equivalent relevant qualification; and
· in the third instance,
have RSA Stage 3 (Parts 1 and 2) Word Processing, or equivalent relevant qualification.
Other Information:
Location: Belfast City Centre
Start Date 30 September to end of December 2024
(possible extension to the contract)
Hourly rate of pay £14.44 per hour plus
accrued holiday pay
Hours: 37 per week 8.30-5.00 pm
Closing date for CVS: 20. at 11.00 am
To Apply: If you
would like to apply for this role, please send us your updated CV via the link
provided and one of the team will be in touch with you. Or if you would like to
discuss this position, please contact our office to speak to one of our consultants.
We are an equal
opportunities employer. We welcome applications from all suitably qualified
persons.