PT Senior Administrative
Assistant with PA Duties - Temporary Contract
Lisburn Public Sector
KEY
PURPOSE OF JOB:
To assist the PA to Director
to provide confidential executive, secretarial and administrative support to
the Director in ensuring services are delivered efficiently and effectively.
This role requires regular
communication and interaction with Elected Members, Senior Officers and a wide
range of external stakeholders.
KEY
RESPONSIBILITIES
The following duties are typical for this role. The post-holder may not perform all of the
listed duties and/or may be required to perform additional or different duties
from those outlined to address business needs and changing business practices.
1.
Compile
and collate reports for submission to Committee, Council meetings and working
groups, and subsequent action lists.
Liaise with relevant Members’ Services staff in relation to the
collation of agenda items for meetings to ensure the timely preparation of
reports and assist, if required, in the administration and support of Council
meetings and committee meetings.
2.
To
assist the PA to the Director with diary and email management for the Director
to include:
a.
Arranging
meetings with Council Officers and Members, representatives of government
departments and agencies, etc. on behalf of Director and make any necessary
bookings for engagements and events as required.
b.
Receiving and redirecting mail to appropriate
Officers for reporting to Committees or progressing.
c.
Ensuring
an effective communication system with Members/Officers of Council, external
organisations and members of the public.
3.
Deputise
for the PA to Director to arrange and attend directorate meetings as required
including preparing and issuing agendas, briefing and background papers, taking
minutes and coordinating actions arising and ensure that actions are dealt with
in accordance with the required timescales.
4.
Deputise
for the PA to Director to prepare meeting packs for the Director in relation to
meetings he/she will attend and provide the Director with all papers required
for each day.
5.
Receive
and assist visitors and assist with the preparations for special events, as
required.
Full Job Description available
It is
essential that applicants have a minimum of:
QUALIFICATION
Qualification
and Experience:
1.1 5 GCSE passes at grade
A-C, NVQ level 2 or equivalent.
EXPERIENCE
1.2 A minimum of three years’ employment experience in all of the following areas:
- Personal
Assistant experience to a Chief Executive/Director or Senior Manager.
- Minute
taking
- Operating
appropriate office administration systems – manual and electronic.
Where
applicants do not hold the essential qualifications as outlined in 1.1 above, they must demonstrate a
minimum of five years’ experience as
outlined in 1.2 above.
Technical
Competencies/Skills
Competent in the use of Word, Excel, Lotus Notes/Outlook.
Further Information:
Hours: 22.50 per week
Shift pattern will commence as Monday, Tuesday & Wednesday 9.00am - 5.00pm and will then change to Tuesday Wednesday & Thursday. 9.00am - 5.00pm, once employee has been trained.
Job will be for 10 weeks in the first place, with a possibility of an extension.
Location: Lisburn - Lagan Valley Island
Hourly Rate of pay: £14.17 per hour plus accrued holiday pay
Target Start Date: 20 January 2025
Closing Date 13 January 2025
If
you would like to apply for this role, send us your CV via the link provided or
if you would like to discuss this position, please contact our office to speak
to one of our consultants at Task Recruitment
We are an equal opportunities employer. We welcome applications
from all suitably qualified persons.