Our client based in Derry, is looking for a Personal Secretary to join their team
Job Description:- The purpose of the EOII role is to primarily support the Staff Officers (SO) in coordinating effective delivery of all administrative and clerical functions on behalf of the Secretariat Team and the Expansion Taskforce. As such this role represents an important function in the successful operation of the Secretariat Team. Working at the centre of the Secretariat Team the EOII will have responsibility for delivering a range of administrative, clerical and logistical duties which will have both internal and external interfaces.
- In the longer term, the EOII officer will contribute to the various work streams from the outcomes of the report, including support for policy development, drafting and obtaining support and advice required for the management, planning and control of the overall project.
Duties and responsibilities will include the following:
- Provide administrative support for the Secretariat Team and the Expansion Taskforce, including diary management, arranging travel and accommodation (if necessary), arranging venues and hospitality for meetings, processing of expenses claims and maintenance of a diary system for the Secretariat.
- Ensure appropriate records management systems, relating to all aspects of the Expansion Taskforce business, are in place and effectively maintained.
- Prepare and process invoices in accordance with Account NI procedures.
- Maintaining effective relationships with a range of internal and external stakeholders.
- Monitoring and managing responses in shared mailbox.
- Assist as required with preparing reports and statistics, fact finding and gathering information to further workstreams/subgroups of the Expansion Taskforce, and also the wider branch.
- Preparation of draft briefing for the SO, DP and G7.
- Drafting factual responses to AQO/AQW and quick advice.
- Contributing to the implementation of the overall Branch Business Plan;
- Ongoing development and management of the Branch File Plan
- Update the Branch Risk and Issues Registers.
- Identify and obtain support and advice required for the management, planning and control of work plans.
- Ad HocPersonal Secretary role to the Grade 5 Chief of Staff in conjunction with AO. This will include diary management, managing emails, highlighting deadlines and issuing emails and/or memos.
Essential Criteria:- 5 GCSEs including maths and english (certificate proof required)
- 2 alevels in any subject (certificate proof required)
- Excellent IT skills, including use of Microsoft Word and Excel
- Good communication skills
- Ability to use own initiative
- Previous experience in a role with Secretariat experience would also be desirable but not essential
- Experience of engaging with a wide range of stakeholders, both internally and externally and creating positive relationships
- Strong written communication skills, with experience of drafting briefings, correspondence and submissions
- Strong time management and organisational skills; the ability to manage a variety of tasks simultaneously and to prioritise and meet deadlines
- Ability to work accurately at pace
- Attention to detail
- Some basic understanding of Project Management principles understanding of financial monitoring processes and AccountNI
Wage:- £14.50ph (weekly)
Location:
- Ulster University Magee Campus Derry/Londonderry
Start Date:
- ASAP
Length Of Assignment:
- Initially for period of 3 months
Work Pattern:
- 09:00-17:00 Monday to Friday with (flexible working hours depending on Directors needs)
- Hybrid available
- 37 hours
Please send your updated CV and your certificates via the link or email