Pa/secretary to Directors

2 weeks ago

Belfast, United Kingdom Lynn Recruitment Full time

Are you a hard-working and dedicated person? Do you have experience working as a PA? In this role, you will be responsible to the appropriate Director for the provision of the full range of PA/Secretarial duties, for example, arranging appointments, filing, typing, shorthand, audio typing, photocopying and other relevant duties. You will also provide support to the other section members and support to heads of service and business support managers as necessary. Read on to find out more about this exciting opportunity.

**Main Duties**:

- To compose and type confidential letters, reports, etc either on his or her own initiative or in accordance with general or specific directions, or as prepared or dictated by the director, for example, legal opinions, reports, presentation of briefs for counsel or consultants for signature by the director or senior staff as required
- To open all private and confidential mail sent to the director and department mail as required
- To arrange appointments and meetings, taking messages and arranging interviews. In the absence of the director, meeting with callers asking to see him or her
- To assist with the preparation of committee and subcommittee reports within the deadlines involved
- To maintain the personal filing system for the director and also maintain the director’s diary of appointments
- To filter telephone calls received by the director and make calls as required on behalf of the director
- To deal with members of the organisation, Members of the Local Assembly (MLA’s), Members of the European Parliament (MEP’s) and other elected representatives and liaise between the director, head of section and other departmental managers
- To deal with complaints and enquiries from the general public and liaise with other departments and outside agencies as necessary
- To organise and book travel and accommodation arrangements for director, members of the organisation, heads of service, business support managers and departmental officers attending conferences and meetings
- To service the meetings of the department’s management team and other meetings chaired by the director, or heads of service, inclusive of taking shorthand and audio notes and preparing draft minutes and other relevant documents

**Personal Attributes**:
Applicants must have:

- RSA Stage III Work Processing/Typing and RSA Stage III Audio Transcription or equivalent qualifications
- Additional qualifications, for example, Shorthand (RSA stage III or equivalent) or secretarial qualifications will be an advantage

Applicants must demonstrate evidence of:

- Recent relevant experience in a secretarial capacity
- Possession of computer skills including the effective use of word processing, spreadsheet and presentation packages or other computer software

Applicants should be able to demonstrate evidence of the following competencies:

- Core competencies: Written communication skills, oral and listening skills, IT skills, work planning and prioritisation skills, customer care and political sensitivity
- Key competencies: Managing and supervising, teamwork and leadership, analysis and decision making skills, best value and performance, accounting and resources and personal work style

**Remuneration and Conditions of Assignment**:

- Full-time, temporary ongoing
- 37 hours per week
- £17.53 per hour
- If this role isn’t for you, Lynn Recruitment has a broad range of career opportunities to choose from. Get in touch via our website or call us to find out more._

**Job Types**: Full-time, Temporary contract

**Salary**: £17.53 per hour

Schedule:

- Monday to Friday
- Weekend availability

Ability to commute/relocate:

- Belfast, County Antrim: reliably commute or plan to relocate before starting work (required)

Work Location: In person

Application deadline: 20/06/2023
Reference ID: 23260

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