My client, the Provincial Grand Lodge, is the governing
body of the 100+ Masonic Lodges that exist within County Down. They provide
support services to fellow Freemasons to help run the lodge, develop themselves
as individuals and carry out charity work.
They seek to appoint a competent Personal Assistant /
Administrator, on a permanent part-time basis, (20 hours per week). There
are two elements to this role, one is providing clerical support to the Grand
Secretary and senior officials, the other is being co-ordinating the administration
and smooth running of the HQ building.
Range of duties: -
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Acknowledge, manage and action all
correspondence that arrives via post or email.
-
Update the Secretary and keep the senior team
fully informed of all matters pertaining to the province.
-
Maintain accurate and timely records of
meeting schedules.
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Help keep database up to date and liaise with
Grand Lodge to complete annual returns.
-
Circulate arrangements of Provincial Grand
Lodge meetings and assist with luncheons and functions.
-
Supervise the cleanliness and maintenance of
the offices.
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Efficiently deal with the day-to-day
management of Galwally House through close liaison with the House Committee.
-
Manage all enquiries regarding general use of
the building in general and specific room/dining requests from tenants, members
and the public.
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Manage and update the online calendar to show
room usage and availability.
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Oversee and ensure that health and safety
requirements are complied with including weekly fire alarm tests and internal
equipment checks.
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Liaise with tradespeople regarding building
maintenance and repairs.
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Oversee the allocation and programming of
door keys and alarm fobs.
-
Oversee and coordinate the duties of the
Caretaker thereby ensuring all maintenance issues are addressed efficiently and
a high standard of cleanliness.
-
Assist proactively with fund raising
applications.
To flourish in this unique and rewarding role, it is envisaged
you will have great interpersonal skills, confident communications skills and a
wealth of transferable experience gained in a similar Administration, PA or Clerical
Support role. You will be well organised, detail orientated with the ability to
use your initiative. You will have experience of managing diaries and co-ordinating
meetings. You will be competent in Microsoft Office.
Client is offering a starting salary of £28,000 (pro-rata
for 20 hours per week). Hours are Monday to Friday 9am to 1pm or 8am to 12pm
(flexible). 28 days holiday, Pension, Free Parking based in smart HQ offices at
Galwally near Forestside, Belfast.
Interested? Contact Bill Ashe at Staff Source by forwarding
your CV.