Senior Administrative Officer with PA duties

Vanrath are recruiting for a Senior Administration Assistant with PA duties on behalf of a large public sector body in Lisburn on a temporary basis.

What's in it for you?

• Part time 22.5 hours
• Temporary
• £25,409pa

About your next employer

The purpose of this role is 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.

What you'll do

• Compile and collate reports for submission to Committee, 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 meetings and committee meetings. Undertake research for and on behalf of the Director and provide background papers and reports as and when required.
• Assist the PA to the Director with diary and email management for the Director to include:

1. Arranging meetings with 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.
2. Receiving and redirecting mail to appropriate Officers for reporting to Committees or progressing.
3. Ensuring an effective communication system with Members/Officers of, external organisations and members of the public.

• 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.
• 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.
• Receive and assist visitors and assist with the preparations for special events, as required.
• Dealing with complaints and enquiries referred to the Director, using own initiative when attending to such matters or referring to other appropriate Officers when necessary, and follow up on any outstanding matters.
• Maintain relevant manual and electronic filing and records management systems to ensure all records are secure and easily retrievable, in accordance with all policies.
• Maintain administrative systems as required, for example, Purchase Ordering, subsistence claims and Absence Management Systems, and ensure adequate stock of stationery and other consumables.
• Ensure compliance with all policies and procedures and operate within the highest standards of personal behaviour, which reflects the core values and behaviours of the organisation.
• Promote equality of opportunity and access in service delivery.
• Provide administrative assistance to the Directorate as reasonably assigned to cover for sickness, leave or other staff absences which shall include handling highly confidential and sensitive issues.

About you

Essential:

QUALIFICATION

Five GCSE passes at grade A-C, NVQ level 2 or equivalent.

EXPERIENCE

A minimum of three years' employment experience in all 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 qualifications as outlined above, they must demonstrate a minimum of five years' experience in the areas listed above.

• Competent in the use of Word, Excel, Lotus Notes/Outlook.

To apply today contact Leanne Garrett in the strictest confidence.