Current Vacancies

Band 3 Personal Secretary – Antrim

Posted 1 week ago

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:

First Choice is an equal opportunities employer

Desired Criteria

  • Experience in setting up meetings, calendar management and minute taking.
  • Band 3 Personal Secretary – Antrim

    Job Application
    Maximum upload size: 104.86MB