Personal Assistant2024-04-02T13:57:23+01:00
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Personal Assistant Job Vacancy in Antrim, Northern Ireland, UK
Staffline
Personal Assistant
Personal Assistant required for a large public sector organisation based through Northern Ireland Fire and Rescue Service.
Salary: £13.48
Location: NIFRS
Hours: 37.5 hours per week
Duration : Ongoing
JOB SUMMARY / MAIN PURPOSE:
To provide a professional and confidential personal assistant function, including office management and administrative support, to NIFRS Directors, Board Members and to the Chairperson/Members of NIFRS Standing Committees.
To contribute as an integral member of the Planning, Performance and Governance team to the provision of modern, professional, confidential and responsive office management and administrative support service to support the vision and mission of NIFRS.
KEY DUTIES / RESPONSIBILITIES
Office Management & Administrative Support for Executive Directors
To provide an effective and flexible Personal Assistant service and administrative support function to support NIFRS Executive Directors in the discharge of their role.
To provide an effective telephone, diary and time management service for Executive Directors including the timely preparation and provision of associated papers and the prioritisation of requirements.
To co-ordinate organisation of appointments, project meetings and regular meetings to include venues and hospitality.
To provide a ‘Strictly Confidential’ secretarial service to Executive Directors and Senior Managers, facilitating a range of internal/external meetings including the production of agenda, minutes, action plans and reports.
To monitor, prioritise and follow-up on email and other correspondence to ensure all matters are dealt with in a timely manner.
To collate confidential paperwork and associated correspondence, maintaining electronic and hardcopy filing systems as appropriate.
To manage individual and contribute to team workloads whilst maintaining standards of accuracy and timeliness when faced with deadlines and/or changing priorities.
To develop and maintain effective administrative systems to facilitate the instant retrieval of key documentation/information.
To prepare and design a range of reporting formats to support governance activities related to projects and programmes.
To provide administrative support to Executive Directors and Senior Managers undertaking investigations including but not limited to fraud, discipline and grievance.
To support Executive Directors and Senior Managers in project research.
To develop and maintain effective working relationships with key stakeholders internal and external) to ensure that key information can be sourced quickly and deadlines met.
To act as a single point of contact for Executive Directors to ensure that key governance documentation is collated, reviewed, authorised and processed on a timely basis.
To assist Executive Directors in the implementation of strategies, policies and processes covering information management e.g. retention & disposal.
To support the delivery of NIFRS events including but not limited to official openings, graduations and event launches.
To maintain organisation-wide databases covering key governance areas such as Conflicts of Interest, Gifts & Hospitality and Policy Development.
To co-ordinate travel and accommodation arrangements for Executive Directors and Senior Managers to ensure compliance with relevant NIFRS and Department of Health guidance.
To provide, as required, effective reception and switchboard cover at HQ including the management of post.
To support the production and publication of the NIFRS Annual Report, Corporate Plan and Annual Business Plan.
Office Management & Administrative Support for Non-Executive Directors, NIFRS Board & Standing Committees
To provide an effective and flexible Personal Assistant service and administrative support function to support the NIFRS Board and its Standing Committees in the discharge of their role.
To co-ordinate organisation of Board and Committee meetings to include venues and hospitality.
To provide a ‘Strictly Confidential’ secretarial service to the NIFRS Board and its Standing Committees, including the timely preparation and provision of agendas and associated papers; and attendance at Standing Committee meetings to take minutes.
To manage and maintain meeting records including minute books, minutes and action plans.
To collate confidential paperwork and associated correspondence, maintaining electronic and hardcopy filing systems as appropriate.
To provide administrative support to Non-Executive Directors undertaking investigations including but not limited to fraud, discipline and grievance.
To act as a single point of contact for Committee Members to ensure that key governance documentation/reports are collated, reviewed, authorised and processed on a timely basis.
To co-ordinate travel and accommodation arrangements for Non-Executive Directors and Senior Managers to ensure compliance with relevant NIFRS and Department of Health guidance.
To support the production of reports from Standing Committees to the Board.
General responsibilities
To prepare appropriate business cases, tenders and quotations, in line with financial and procurement regulations, policies and procedures and corporate timescales.
To support the production and distribution of service-wide written communications e.g. circulars.
To ensure continued and effective working relationships with key internal and external stakeholders such as Heads of Department, Group Commanders, Area Business Managers and representative bodies.
To represent the Governance & Business Support Services Advisor as required and provide support and cover within the PPG department to ensure resilience as far as practicable.
To undertake the duties in such a way as to enhance and protect the reputation and public profile of NIFRS.
To comply with all NIFRS frameworks, policies and procedures, including but not limited to those relating to legal requirements such as equality, health and safety and information governance
To direct and signpost managers and officers to the appropriate source for issues outside the remit of this post.
To undertake project work as directed by the Governance & Business Support Services Advisor using the principles of good project management.
To participate as directed in the NIFRS recruitment and selection procedures, in line with NIFRS Code of Practice on Recruitment and Selection.
To undertake any other duties which may be assigned to meet organisational need and the change agenda and which are reasonably regarded as within the nature of the duties, responsibilities and grade of the post as defined.
Essential criteria
5 GCSEs at Grade C or above (or equivalent) including English Language.
2.RSA Stage III word processing or equivalent.
At least 1 years’ experience as a personal assistant working directly to Executive and/or Non-Executive Directors.
Experience using MS packages including Word, Excel, PowerPoint and Access.
Demonstrate:
excellent planning and organisational skills.
ability to work under pressure of multiple deadlines.
strong interpersonal and influencing skills.
ability to develop and maintain productive working relationships.
deliver high quality work with excellent attention to detail.
a strong customer orientation.
Possess a current driving licence or have access to a form of transport that will permit the candidate to meet the requirements of the post in full.
BELSL
