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PA to Assistant Director - Public Sector

  • Location:

    Belfast

  • Sector:

    Public Sector

  • Job type:

    Temporary

  • Salary:

    Up to £13.79 per hour

  • Contact:

    Declan Callaghan

  • Contact email:

    belfast.web@brookstreet.co.uk

  • Job ref:

    HT9908MG2_1710250001

  • Published:

    about 1 month ago

  • Expiry date:

    11/04/2024

  • Startdate:

    ASAP

Job Description

WFH / Hybrid Role

WORK FROM HOME 5 Days per week

Must live near Belfast City Centre as may need to attend meetings once a month*

Have you got PA/Admin experience? Have you always wanted to work in the Public Sector?

Brook Street (UK) Ltd are recruiting temporary-full time Personal Assistant's to work closely with the Assistant Director of the SEN Department of Northern Ireland's leading Government Organisation based in Belfast City Centre.

Our client is a regional body with responsibility for the provision and delivery of education and youth services across Northern Ireland. This is an exciting opportunity for an experienced Personal Assistant/Senior Administrator to grow and learn with a Public Sector organisation.


As PA, you will be confident in Minute taking, Diary Management and the use of MS Packages including Excel, Outlook, and Word. You will have the ability to arrange meetings, manage reminders on tasks and deadlines and manage a busy mailbox.

Duties Include:

  • Providing a high quality, confidential administrative support service across a diverse range of areas.
  • Diary management including organising and prioritising diary commitments.
  • Organising meetings, including collating papers, briefing delegates, greeting, and escorting visitors and making cost-effective travel arrangements.
  • Minute taking as required.
  • Answering and vetting all incoming calls, including media queries and whenever possible responding to callers directly by providing information or redirecting to an appropriate member of staff.
  • Logging, prioritising, and tracking all correspondence from arrival, including high priority media queries, drafting responses where appropriate, redirecting to and following up on responses from other members of staff, updating the Assistant Director and bringing important issues and target dates to his/her attention.
  • Typing, compiling, and issuing emails, letters, acknowledgements, minutes, memos, and reports. Circulating documents on the Director's behalf.
  • Collating inputs from various sources into a co-ordinated response.
  • Using sources such as the intranet/internet, Hansard or press articles to research information.
  • Maintaining records, ensuring that information is recorded, stored, managed, and disposed of appropriately and in line with relevant guidance.
  • Supporting the Head of dept in managing his/her relationships with education and business partners at a senior level.
  • Managing queries from staff, schools and media
  • Issuing media invitations and managing RSVPs
  • Responding to emailed media queries and issuing pre-approved response where appropriate
  • Conducting research
  • Uploading pre-approved content to the intranet
  • Managing public enquiry email account, responding where necessary and liaising with the relevant directorates to ensure all enquires receive a satisfactory and timely response.
  • Maintaining records, ensuring that information is recorded, stored, managed, and disposed of appropriately and in line with relevant guidance.
  • Daily day-to-day management of the office
  • Managing and ordering office supplies and resources via Oracle system
  • Any other duties, related to the role, which may arise from time to time.

TO BE ELIGILBLE FOR THIS ROLE, YOU MUST HAVE:

  • Five GCSEs at Grade C or above or equivalent qualification
  • NVQ Business Administration level 1 (or suitable Personal Assistant & administrative experience)
  • Basic knowledge of Microsoft Office & MS Teams
  • Good communication skills, both oral and written
  • Ability to prioritise workload and work under pressure


YOU WILL BENEFIT FROM:

  • Full training and induction
  • Contribute positively to Education Authority NI`s values
  • Competitive rates of pay
  • Brook Street (UK) Ltd back-office support and mentoring

Brook Street are proud to support the Armed Forces Covenant and as such, we guarantee to interview all candidates who are veterans or spouses/partners of military personnel, and who meet all the essential criteria for the vacancy. As a Disability Confident Leader, and holder of the Gold Award status from the Defence Employer Recognition Scheme, Brook Street, as a supplier to the Public Sector Resourcing Framework (PSR), will offer you a guaranteed interview with a PSR Sourcer.

Should you identify as a candidate with a disability and/or as a veteran or spouse/partner of military personnel and meet all the essential criteria for the role, we encourage you to reach out to us via the Brook Street website. Here you will find a link to register your interest and state the role that you are interested in. We are committed to engaging with you. In cases where we have a high volume of ex-military candidates/military spouses/partners, who meet all the essential criteria, Brook Street will interview the best candidates from within that group.

The rate of pay is £13.79 per hour, the hours of work are 0900-1700 Monday to Friday.


If you would like to apply for this role, please email your CV via the `Apply` link.

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