Temporary PA Secretary to Directors - 5 May start Belfast

PA Secretary to Directors - Temporary Contract (3 months may be extended)

Start Date: 5 May 2025 (12 week contract, may be extended)

Main purpose of job

To be responsible to the appropriate director, through the Executive Support Officer, for the provision of the full range of Personal Assistant (PA) / Secretarial duties, for example, arranging appointments, filing, typing, shorthand, audio typing, photocopying and other relevant duties. They will also provide support to the Departmental Management Team (DMT) and other section members as necessary.

To motivate and manage assigned staff, where appropriate, and ensure that all tasks are carried out to agreed, quality and time targets.

To liaise with senior representatives of outside bodies and elected representatives on behalf of the director and DMT, as required.

Summary of responsibilities and personal duties

1. To compose and type confidential letters, reports, etc either on own initiative or in accordance with general or specific directions, or as prepared or dictated by the directors and DMT, for example, legal opinions, reports, presentation of briefs for counsel or consultants for signature by the director and DMT as required.
2. To open and record all private and confidential mail sent to the director and DMT and departmental mail as required including monitoring and appropriate actioning of the director-s emails.
3. To arrange appointments, meetings, workshops and other work-related events. In the absence of the directors and DMT, meeting with callers asking to see them and advising them appropriately.
4. To assist with the preparation of committee reports within the deadlines involved.
5. To maintain the personal manual and electronic filing systems and diary of appointments for the directors and DMT.
6. To filter telephone calls for the directors and DMT and make calls as required on their behalf.
7. To deal with members of the council, Members of the Local Assembly (MLAs), Members of Parliament (MPs) and other elected representatives and liaise between the Strategic Director, DMT and other senior and departmental managers.
8. To deal with complaints and enquiries from the general public and liaise with other council departments and outside agencies as necessary including monitoring of complaints and Freedom of Information requests to ensure timely response on the behalf of the directors or appropriate DMT manager.
9. To organise and book travel and accommodation arrangements for the directors and DMT, council members and departmental officers attending conferences and meetings.
10. To service the meetings of the DMT and other meetings chaired by the directors and DMT, inclusive of taking shorthand and audio notes and preparing draft minutes and other relevant documents.

Employee specification

Essential criteria

Qualifications and experience

Applicants must, as at the closing date for receipt of application forms:

• have five GCSEs (grades A - C) including English or equivalent qualifications or have passed the computer-based assessment test for Scale 3 clerical roles; and

• be able to demonstrate , by providing personal and specific examples, at least two years relevant experience in each of the following areas:

1. diary management, including arranging meetings and appointments, and liaising with senior managers, elected members or board members;
2. carrying out secretarial and administrative duties to strict deadlines including maintaining filing systems and responding to queries from a range of elected representatives; and
3. supervising administrative staff on a daily basis within an office environment.

Full Job Description available

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 CVs

• in the first instance, have RSA Stage II in Audio Transcription or RSA Stage II, Parts 1 and 2 in Word Processing, or equivalent qualification;
• in the second instance, have a higher level qualification such as RSA Stage III, Parts 1 and 2 in Word Processing, or equivalent qualification; and
• in the third instance, have additional relevant secretarial qualifications, such as LCCI Private Secretaries qualification, or equivalent qualification.

Location: Belfast City Centre

Hours: 37 hours per week

Rate of pay: £20.02 per hour

Target Start Date: 5 May 2025

Closing Date for CV’s: 25 April 2025

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.