Personal Assistant to Deputy Director

1 month ago


Belfast, United Kingdom MPA Recruitment Full time

**Job Role**: Personal Assistant to Deputy Director

To provide support to Deputy Director of Hospital and Community Care Services in an efficient, effective, and high-quality manner and to act as a conduit between the Director, Deputy Director, local offices and all other organisations to ensure that effective communication is in place at all times.

The post holder will be responsible for co-ordinating a workload which will meet the demands of the Deputy Director and where appropriate. Prioritise workload and follow up action ensuring all deadlines are met.


**Location** - Belfast

**Hours of Work** - 37.5 hours per week. Mon - Fri

**Salary**:

- £12.25

**What the role entails**:

- Responsible for the organisation and provision of administrative and secretarial support to the Deputy Director of Hospital and Community Care. This will include electronic diary management, dictation, word-processing, mail management, file maintenance and the preparation of papers, reports, presentations, briefings etc.
- Comply with established office procedures, maintain and monitor the filing system for the Directorate in line with Information Governance Records Management requirements.
- Research, collation and presentation of information and reports as necessary.
- Taking appropriate action in relation to mail, telephone and other enquiries, ensuring effective messaging and “bring forward” systems are in place and that the necessary follow up action is undertaken.
- Drafting correspondence and reports on behalf of the Deputy Director of Hospital and Community Care.
- To assist in organising meetings for Deputy Director of Hospital and Community Care including the preparation and timely issue of agenda and papers, where necessary take and produce minutes and assist with progression of business. The PA will assist in Note Taking/Minutes during Zoom meetings.
- Responsible for initiating and follow up action arising from the Deputy Director of Hospital and Community Care meetings.

**Essential Experience**:
GCSE Maths and GCSE English (A-C) OR equivalent qualification to demonstrate literacy and numeracy OR higher qualification

**AND**

2 A ‘Levels OR equivalent qualification OR higher qualification.

**AND**

18 months relevant experience*

**OR**

HNC/HND or equivalent/higher qualification in an administration related field AND 1 year’s relevant experience in a secretarial/administrative role.

**OR**

3 years’ relevant* experience in a secretarial/administrative role in an office-based environment.

*_Relevant experience is defined as working in a secretarial role to include typing, diary management and communication with all levels in the organisation_
- ._

**AND**

At least 6 months experience in servicing meetings to including drafting agenda, note taking, compiling action logs etc.

At least six months’ experience using Microsoft Office, including PowerPoint, Excel, Outlook and Word.

RSA Stage II (both parts) typing or word processing or equivalent OR 1 year’s word processing experience in an office I work environment.

**Salary**: £12.25 per hour

Schedule:

- Monday to Friday

Application question(s):

- GCSE Maths and GCSE English (A-C) OR equivalent qualification to demonstrate literacy and numeracy OR higher qualification
- 18 months relevant experience*
- 2 A ‘Levels OR equivalent qualification OR higher qualification.
- HNC/HND or equivalent/higher qualification in an administration related field AND 1 year’s relevant experience in a secretarial/administrative role.
- 3 years’ relevant* experience in a secretarial/administrative role in an office-based environment.

*Relevant experience is defined as working in a secretarial role to include typing, diary management and communication with all levels in the organisation
- AND

At least 6 months experience in servicing meetings to including drafting agenda, note taking, compiling action logs etc.

At least six months’ experience using Microsoft Office, including PowerPoint, Excel, Outlook and Word.

RSA Stage II (both parts) typing or word processing or equivalent OR 1 year’s word processing experience in an office I work environment.

Work Location: One location



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