Personal Assistant

3 weeks ago

Belfast, United Kingdom MPA Recruitment Full time

**Job Role**: Personal Assistant (Band 4)

MPA are currently recruiting on behalf of our public service client for Personal Assistant (Band 4), in the Belfast Area.

The post-holder will be responsible for providing a full range of administrative and secretarial support functions to Director and Assistant Director Level as required. This will require the planning, prioritising, and monitoring of workload to always ensure efficiency and accuracy, and will include gathering information, proposing solutions, and taking action to solve problems as appropriate.

**Location** - Knockbracken

**Hours of Work** - 37.5 Hours per week (9am-5pm Mon-Fri)

**Salary** - £12.25

**KEY DUTIES / RESPONSIBILITIES**
- To manage telephone calls, enquiries and requests from internal and external stakeholders as required, ensuring that action is taken, and issues prioritised.
- To ensure that all information is produced in line with current legislation requirements and policies/procedures within the Trust, in a timely, accurate and confidential manner.
- To provide administrative services for specific Committees, meetings and projects including organising of meetings, issuing of agendas, supporting documentation, and initiating follow-up actions as required. Minute/note taking responsibilities as directed.
- To devise and maintain office administration systems to deal efficiently with paper flow; organising and storing paperwork, documents and computer-based information e.g. monitoring/brought forward systems, management information systems, filing systems etc. and the implementation of improvements and additions required, in accordance with Trust Policies and Procedures.
- To monitor and request orders relating to Office stationery to ensure adequate supplies are maintained.
- To arrange travel and accommodation requirements; and provide administrative support to Workshops/events, as required.
- To ensure verification of invoices e.g., travel arrangements, course attendance, and accommodation and hospitality purposes. To welcome visitors, corporate guests and arrange/provide hospitality as required.

**Essential Criteria**:
**OR**

**Skills / Abilities**
- Word/Text Processing Level 2 - OCR/RSA (or equivalent).
- Ability to minute/note take at Committee level, meetings etc.
- Ability to delegate, motivate and use initiative.'''Duties'''
- Provide administrative support to the employer, including managing calendars, scheduling appointments, and organizing meetings
- Handle phone calls and correspondence, ensuring messages are relayed in a timely manner
- Perform clerical tasks such as filing, photocopying, and data entry
- Assist with bookkeeping tasks using QuickBooks or similar software
- Maintain office supplies and equipment, ensuring everything is stocked and in working order
- Coordinate travel arrangements and accommodations as needed
- Prepare and edit documents, reports, and presentations using Google Suite or Microsoft Office

'''Experience'''
- Previous experience as a personal assistant or in an administrative role preferred
- Strong organizational skills with the ability to multitask and prioritize tasks effectively
- Proficient in using office software such as QuickBooks, Google Suite, and Microsoft Office
- Excellent phone etiquette and communication skills, both written and verbal
- Attention to detail and accuracy in completing tasks
- Ability to maintain confidentiality and handle sensitive information with discretion

Note: This job description is not intended to be all-inclusive. The employee may perform other related duties as negotiated to meet the ongoing needs of the organization.

Please submit your resume highlighting your relevant experience to be considered for this position.

**Salary**: £12.25 per hour

Schedule:

- Flexitime
- Monday to Friday

Application question(s):
Work Location: In person

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