Personal Assistant (Temporary, EOII level)

Honeycomb Jobs is delighted to be working with a Public Sector client, to recruit a Personal Assistant (EOII) for a temporary role based in South Belfast.

The Client - This Public Sector organisation is involved in high technology research and development, diagnostic and analytical testing for Government departments, public bodies, and commercial companies.

The Role - Will play an important part in the efficient and effective organisation of day-to-day the Branch administration while reporting into the Head of Branch.

Duties will include but will not be limited to:

• The post requires clear and effective written, verbal and virtual communication with external customers, members of the public, staff and senior management while providing secretarial services to the Head of Branch and liaising with management team.
• Accurately organising and monitoring the senior officer's calendar.
• Proactive management of email, correspondence, papers, etc, highlighting deadlines and action points, organising papers and passing to senior officer for action, or redirecting as appropriate (e.g. in senior officer's absence). Signing and circulating documents on senior officer's behalf. Prioritising and actioning daily diary commitments, cancellations and rescheduling appointments.
• Answering and screening incoming calls, responding to callers directly by providing information or redirecting to the appropriate departmental official.
• Secretariat of meetings including recording, producing and issuing minutes. Liaising with visitors and meeting attendees to determine times, durations and venues for physical and virtual meetings. Booking rooms and venues and arranging for or providing hospitality as necessary. Ensuring that the required briefing and equipment are available, and that hybrid meeting facilities are operational. Making the necessary security arrangements and meeting, greeting and escorting visitors.
• Sound working knowledge in the use of Windows applications including Word, PowerPoint, Excel and Teams.
• Managing Branch data, primarily using electronic filing systems in accordance with current guidelines or protocol and tracking responses to information requests to ensure deadlines are met.
• Knowledge of management principles and administrative processes, in accordance with GDPR.
• Day-to-day management of two Administrative Assistant grade staff, including the allocation and monitoring of work, the provision of information and staff reporting duties.

The Person

As the successful candidate you will have the following background and experience:

Essential:

• Two GCSE's including English and Maths, grade C or above, or equivalent.
• Demonstrable, practical experience of working in a supporting role to Senior Management to include all of the following:
  • Overseeing diary management and co-ordination of meetings.
  • Working with those at a Senior Management level.
  • Drafting correspondence for Senior management.
  • Vetting calls from a wide range of stakeholders.
  • Managing records in compliance with good governance.
  • Arranging physical and virtual meetings to include taking minutes.
• Demonstrable, practical experience in the use of the following MS Office applications - Word, Excel, PowerPoint, Outlook and Teams.

To speak in absolute confidence about this opportunity please send an up to date CV via the link provided or contact David McClure, Senior Recruitment Consultant at Honeycomb on 02896 207050.

If you have a disability which means you require assistance at any stage of the recruitment process, please contact us directly to discuss.

Honeycomb is committed to providing equality of opportunity to all.

Even if this position is not right for you, we may have others that are. Please visit Honeycomb to view a wide selection of our current jobs www.honeycomb.jobs

** Please note, we are receiving an exceptionally high number of applications and present and will be unable to shortlist candidates who are not meeting the specific requirements for this role. Due to the high volume of applications, we may be unable to provide individual feedback. We thank you in advance for your understanding. **