Pa to Assistant Director

7 months ago

Belfast, United Kingdom Brook Street Full time

**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.
- 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
- Conducting research
- Uploading pre-approved content to the intranet
- 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

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

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