Executive Assistant to The Ombudsman and Deputy

4 weeks ago

Belfast, United Kingdom NIPSO Full time

**1.** **JOB DESCRIPTION**

**Job Title: Executive Assistant to the Ombudsman & Deputy Ombudsman**

**Reporting to: Ombudsman**

**Grade: EOII**

**Salary: £27,897 - £28,483.**

**Location: Belfast**

**Main purpose of job**

To provide timely, confidential, efficient and effective administrative and organisational support to the Ombudsman and Deputy Ombudsman.

**Summary of principal duties and responsibilities**
- Proactively manage the Ombudsman and Deputy Ombudsman’s diaries and their attendance at professional meetings, speaking engagements and at outreach events;
- Schedule and organise both internal and external meetings for Ombudsman and Deputy Ombudsman including the preparation of agendas and the co-ordination of all relevant information and associated papers for meetings when arranged;
- Make necessary arrangements for travel for the Ombudsman and Deputy Ombudsman to facilitate their attendance at external meetings and events in a timely, efficient and cost effective manner;
- Establish and maintain an efficient and integrated administrative filing system for the Ombudsman and Deputy Ombudsman while maintaining ethical legal boundaries;
- Provide timely and high-quality administrative support to the Ombudsman and Deputy Ombudsman as required;
- Act as the initial point of contact for persons wishing to speak with the Ombudsman and/or Deputy Ombudsman, scheduling meetings that are consistent with Office priorities and its business cycle;
- Prepare/co-ordinate and rework draft correspondence, presentations and other documents for the Ombudsman and Deputy Ombudsman.
- Organise, prepare agendas/papers and take minutes and/or notes of SMT meetings, ARC Committee meetings and other meetings/events as required; including management of papers to the Northern Ireland Assembly Audit Committee;
- Work as a central point of contact for NIPSO SMT to ensure co-ordination of activities, key reports and documents.
- Assemble and analyse information in-order to prepare reports and documents including spreadsheets.
- Ensure that the Ombudsman and Deputy Ombudsman are aware of all background correspondence received and, when appropriate request and arrange briefings from staff ahead of meetings;
- Undertake any other duties as appropriate when requested by the Ombudsman/Deputy Ombudsman;
- Maintain good working relationships internally with colleagues, senior staff across the public sector and Elected Members who engage with the Ombudsman and Deputy Ombudsman.

**General Responsibilities & Duties**
- Adhere to and promote the Office policies on Equality of Opportunity and Dignity

at Work, demonstrating a commitment to the principles of equality, fairness and

diversity in all aspects of work;
- Have due regard for your own safety and that of others, behaving appropriately at

all times and reporting all accidents no matter how minor;
- Take responsibility for the development of own skills and knowledge through proactive

engagement in the internal performance review processes;
- Undertake ad-hoc, cross-functional project work supporting the development of the

Office and service provision as reasonably requested by your line manager.

**2. PERSON SPECIFICATION**

**ESSENTIAL CRITERIA**

**Qualifications**
- Five GCSE’s or equivalent to include English Language and Mathematics and

proficient in all Microsoft Office programs; (AF)

**Experience**
- A minimum of two years’ experience of providing executive support to staff at a senior level; (AF, I)
- Taking and preparing minutes of meetings involving senior staff and non-executive members; (AF)
- Demonstrable understanding of the requirements of the role; (I)
- Ability to organize, and use online platforms to facilitate, meetings; (AF)
- Excellent organisational and planning skills including the ability to manage competing priorities and to work under pressure to tight timescales; (AF, I)
- Strong interpersonal skills including the ability to communicate clearly, confidently in a professional manner at all levels both internally and externally; (I)
- Excellent written communication skills, with the ability to write clearly and effectively and capture all important information accurately in drafting letters, reports, submissions and policy documents; (AF, I)
- The ability to manage sensitive information with the highest level of discretion and confidentiality. (I)
- Experience of working with non-executives and politicians as part of executive support. (AF, I)

**DESIRABLE CRITERIA**
- Experience of providing support to a Corporate Services function(s); (AF)
- Experience of the use of Board Management software to manage meetings, agendas and papers. (AF)

**Job Types**: Full-time, Permanent

Pay: £27,897.00-£28,483.00 per year

Schedule:

- Monday to Friday

Work Location: Hybrid remote in Belfast

Application deadline: 28/05/2024
Reference ID: NIPSO/EA/03-25

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