Job Description

Job Title: Personal Secretary

Location: Belfast

Length: Fixed Term 8 Months

The Client: NI Water

The Role: * Managing the Director of Asset Delivery office including internal/external mail; improving work processes and systems within the office; and, working on own initiative to plan and organise the work of the office

• Management and coordination of the Director of Asset Delivery\'s diary
• Information gathering from Asset Delivery Teams to produce bi-monthly Asset Delivery Directorate blog
• Organise meetings and workshops, prepare and distribute material and accurately capture and document output
• Receiving, prioritising, track and process paper correspondence and electronic communication for the Director of Asset Delivery and follow up action
• Answering and vetting incoming telephone calls/emails and briefing the Director of Asset Delivery on correspondence and calls received which have been allocated for progress
• To act as a liaison between the Director of Asset Delivery and business directors including the assignment of tasks on behalf of the Director and co-ordination of responses
• Preparation, co-ordination and tracking of briefing material and draft responses on a wide range of issues for the Director of Asset Delivery
• Co-ordination of papers for Board and Management Board meetings including production of agenda, preparation of Board papers, production of minutes of meetings and follow up actions
• Attend with the Director of Asset Delivery as appropriate and provide a secretarial service at internal and external meetings
• Assist as required the wider Asset Delivery team in general administration activities
• Availability to support the Executive Team and Board during an MIP on the MEG team including out of normal working hours/holidays/weekends etc

Hours of work: 37.00 hours per week

Requirements:

ESSENTIAL CRITERIA: * A minimum of 5 GCSE\'s or equivalent, at grade C or above (to include Maths and English)

• A minimum of two years\' business administration experience including minute taking, diary co-ordination, reporting and general correspondence
• A high level of competence in the use of current IT packages, in particular Outlook/Microsoft Word/PowerPoint and Excel
• Ability to effectively plan, prioritise and manage own workload making the best use of time and resources. Maintain a focus on detail and accuracy and produce work of a high quality
• Ability to communicate confidently, clearly and concisely both orally and in writing, with a wide variety of stakeholders both internally and externally
• The ability to analyse a range of information, consult effectively with others and draw sound conclusions based on the information available
• The ability to work on own initiative and take personal responsibility for own work

DESIRABLE CRITERIA: * Recognised Executive Secretarial qualification such as Executive and/or Private Secretaries Diploma

Rate of Pay: \xc2\xa313.06 per hour

Successful candidates may need to apply for an Access NI Certificate with Staffline regardless if you already have a valid certificate. It will be a cost of between \xc2\xa318 - \xc2\xa333 depending on clearance level.

If you are interested and available for this position, please upload your CV to the link or contact Evette Longstaff -

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