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Job description

To be responsible to the appropriate senior officer for the provision of business and administrative support including word processing, typing, filing and arranging appointments within the unit. The postholder will also assist in providing support and operational cover for other functions. To carry out all tasks within agreed time and quality targets.

Responsibilities

• To provide administrative and secretarial support for the Chief Executive and Office of the Chief Executive as required.
• To supervise and manage the performance of any assigned staff to actively ensure their development in line with corporate procedures.
• To deal with incoming and outgoing calls for the Chief Executive and the Office of the Chief Executive.
• To process confidential incoming mail, internal and external, and distribute and copy on a daily basis.
• To prepare minutes and agendas for meetings and service them as required.
• To type confidential letters and reports (including committee reports) as directed from handwritten notes or dictation.
• To organise meetings as required including hospitality for meetings, room bookings, lunches and refreshments as required.
• To maintain and develop any filing systems in operation as directed.
• To requisition and receive goods, supplies and equipment as directed in line with council procedures.

Skills and Qualifications

Essential Skills

• (Please note that Platinum Recruitment NI Ltd require original certificates as proof of all qualifications listed on CV)
• Applicants must, as at the closing date for receipt of application forms, be able to demonstrate on the application form, by providing personal and specific examples, at least one years relevant experience in each of the following three areas:
• a.) Carrying out administrative duties, including supporting a team with diary management and organising appointments and meetings.
• b.) Liaising with senior management and professional officers.
• c.) Servicing meetings including taking minutes and organising agendas.
• 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: the ability to use standard office programmes including word processing, spreadsheets and database packages.
• Work planning and decision-making skills: the ability to prioritise work and make effective decisions to achieve objectives.