Band 3 Personal Secretary – Antrim

What The Job Is:

First Choice Ballymena have a temporary Band 3 Personal Secretary position available for our Client who is based in the Antrim area.  The hours of work are Monday to Friday, 9am-5pm paying £10.09 per hour.  Ideally, the start date is as soon as possible.  This role is initially for a 3-4 month period.

What The Job Entails:

• Word processing – letters, memos, tables, minutes, Standard Operating Procedures (SOPs) – ensuring accuracy, efficiency and confidentiality of work
• Drafting correspondence – memos, letters, emails – on behalf of Deputy Head of Department and other Senior Management Team as required
• Preparing presentations using PowerPoint as and when required
• Organising meetings as required – involves co-ordinating diaries with internal and external people/organisations – often including large numbers of attendees – book venues, equipment (if necessary), catering, conference calls (if required)
• Servicing meetings as required – set up meetings, book venue, prepare agenda, take and type minutes, disseminate paperwork
• Diary management – maintain diaries for Deputy Head of Department and other Senior Management Team
• Maintaining, with agreement, an efficient email system for Deputy Head of Department and other Senior Management Team, including address book and folder management
• Receiving messages from staff relating to sickness absence, recording information and informing line managers of the details, ensuring confidentiality throughout
• Collating confidential statistical data and record on a spreadsheet on a weekly basis
• Preparing and issuing monthly cost centre usage reports using the computer system
• Maintaining accurate and up to date records with respect to the Flexible Working scheme
• Providing reception cover within the office base on an ‘as and when required’ basis
• Providing hospitality for meetings held
• Processing incoming and outgoing mail as required
• Preparing SOPs for own area of work, using the in-house template
• Ensuring a monthly stock check of stationery, including printers/toners etc and using the Trust ordering system
• Undertaking all relevant mandatory training, ensuring completion of same is up to date
• Providing cover within own designated area as appropriate
• Any other duties as assigned by designated staff member(s)

What We Need From You:

• 5 GCSEs to include English Language and Maths (Grade A-C) plus 1 years’ secretarial/admin experience or GCSE English (Grade A-C) plus 2 years’ secretarial/admin experience
• Applicants must possess OCR Text Processing (Business Professionals) Level 3 Award or RSA Stage II Typing/Word Processing (both parts)
• Holders of RSA/OCR examinations after September 1986 must have passed both parts (part qualifications are not acceptable)
• Acceptable attendance record
• Ability in the use of Microsoft Office, in particular Word, Excel and PowerPoint
• General understanding of minute taking
• Ability to work on own initiative
• Ability to work to timescales
• Good communication skills – verbal and written
• Knowledge of the role of a Personal Secretary

What We Would Like From You:

• Experience in setting up meetings, calendar management and minute taking

What We Will Offer You:

• £10.09 per hour
• A minimum of 28 days paid holiday’s (pro rata)
• Inclusion into our company pension scheme

The Nitty Gritty:

• Hours of work are between Monday – Friday, 9am-5pm
• Closing date of advertisement 31.01.21 @ 5pm
• Start Date for role is as soon as possible

The Next Steps, How To Contact The Team That Ticks All The Boxes:

• Contact Julie or Cherith on 02825 648 477
• Email your cv to ballymenajobs@first-choice-rec.com
• Simply click the apply button

First Choice is an equal opportunities employer

Desired Criteria