Ashton Recruitment require a PA/Secretary to Directors our client, Belfast City Council
Position: PA/Secretary to Directors
Location: Belfast
Duration: Temp-Perm
Pay Rate: £20.02 per hour
Hours of work: 37 hours per week
To be responsible to the appropriate director, through the Executive Support Officer, for the provision of the full range of Personal Assistant (PA) / Secretarial duties, for example, arranging appointments, filing, typing, shorthand, audio typing, photocopying and other relevant duties. They will also provide support to the Departmental Management Team (DMT) and other section members as necessary.

Duties will include:

• To compose and type confidential letters, reports, etc either on own initiative or in accordance with general or specific directions, or as prepared or dictated by the directors and DMT, for example, legal opinions, reports, presentation of briefs for counsel or consultants for signature by the director and DMT as required.
• To open and record all private and confidential mail sent to the director and DMT and departmental mail as required including monitoring and appropriate actioning of the directors emails.
• To arrange appointments, meetings, workshops and other work-related events. In the absence of the directors and DMT, meeting with callers asking to see them and advising them appropriately.
• To assist with the preparation of committee reports within the deadlines involved.
• To maintain the personal manual and electronic filing systems and diary of appointments for the directors and DMT.
• To filter telephone calls for the directors and DMT and make calls as required on their behalf.
• To deal with members of the council, Members of the Local Assembly (MLAs), Members of Parliament (MPs) and other elected representatives and liaise between the Strategic Director, DMT and other senior and departmental managers.
• To deal with complaints and enquiries from the general public and liaise with other council departments and outside agencies as necessary including monitoring of complaints and Freedom of Information requests to ensure timely response on the behalf of the directors or appropriate DMT manager.
• To organise and book travel and accommodation arrangements for the directors and DMT, council members and departmental officers attending conferences and meetings.
• To service the meetings of the DMT and other meetings chaired by the directors and DMT, inclusive of taking shorthand and audio notes and preparing draft minutes and other relevant documents.
• To service other ad hoc meetings, for example, away days, seminars, and other events, and prepare minutes.
• To provide secretarial support to the DMT including typing/audio support as necessary.
• To make first contact with visitors to the directors and DMT.

Essential Criteria:
1. have five GCSEs (grades A � C) including English or equivalent qualifications or have passed the computer-based assessment test for Scale 3 clerical roles; and
2. be able to demonstrate on the application form, by providing personal and specific examples, at least two years� relevant experience in each of the following areas:
3. diary management, including arranging meetings and appointments, and liaising with senior managers, elected members or board members;
4. carrying out secretarial and administrative duties to strict deadlines including maintaining filing systems and responding to queries from a range of elected representatives; and
5. supervising administrative staff on a daily basis within an office environment.
Ashton Recruitment is acting as an Employment Busines

• To compose and type confidential letters, reports, etc either on own initiative or in accordance with general or specific directions, or as prepared or dictated by the directors and DMT, for example, legal opinions, reports, presentation of briefs for counsel or consultants for signature by the director and DMT as required.
• To open and record all private and confidential mail sent to the director and DMT and departmental mail as required including monitoring and appropriate actioning of the directors emails.
• To arrange appointments, meetings, workshops and other work-related events. In the absence of the directors and DMT, meeting with callers asking to see them and advising them appropriately.
• To assist with the preparation of committee reports within the deadlines involved.
• To maintain the personal manual and electronic filing systems and diary of appointments for the directors and DMT.
• To filter telephone calls for the directors and DMT and make calls as required on their behalf.
• To deal with members of the council, Members of the Local Assembly (MLAs), Members of Parliament (MPs) and other elected representatives and liaise between the Strategic Director, DMT and other senior and departmental managers.
• To deal with complaints and enquiries from the general public and liaise with other council departments and outside agencies as necessary including monitoring of complaints and Freedom of Information requests to ensure timely response on the behalf of the directors or appropriate DMT manager.
• To organise and book travel and accommodation arrangements for the directors and DMT, council members and departmental officers attending conferences and meetings.
• To service the meetings of the DMT and other meetings chaired by the directors and DMT, inclusive of taking shorthand and audio notes and preparing draft minutes and other relevant documents.
• To service other ad hoc meetings, for example, away days, seminars, and other events, and prepare minutes.
• To provide secretarial support to the DMT including typing/audio support as necessary.
• To make first contact with visitors to the directors and DMT