Personal Assistant (Executive Officer) - Chief Executives Office at Education Authority Northern Ireland

Belfast, Northern Ireland, United Kingdom -

Full Time

Start Date

Immediate

Expiry Date

22 Jun, 26

Salary

0.0

Posted On

24 Mar, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Confidentiality, Administrative Support, Diary Management, Organizing Meetings, Travel Arrangements, Minute Taking, Call Handling, Correspondence Tracking, Drafting Responses, Typing, Record Maintenance, IT Literacy, Microsoft Office, Outlook, Prioritization, Problem Solving

Industry

Education Administration Programs

Description

JOB DESCRIPTION REPORTS TO: Senior Executive Officer for Chief Executives Office RESPONSIBLE FOR: Responsible for the provision of confidential administrative support within the Chief Executives Office and to provide a personal assistant function when required. JOB PURPOSE To provide confidential administrative support within the Chief Executives Office and to provide direct administrative support to senior officers where required. The post holder will be required to work flexibly and responsively in order to meet the changing needs and pressures of the Directorate. MAIN DUTIES AND RESPONSIBILITIES Providing a high quality, confidential administrative support service across a diverse range of areas. Diary management including organising and prioritising diary commitments. Organising meetings, including collating papers, briefing delegates, greeting and escorting visitors and making cost-effective travel arrangements. Minute taking as required. Answering and vetting incoming calls, whenever possible responding to callers directly by providing information or redirecting to an appropriate member of staff. Logging, prioritising and tracking all correspondence from arrival – drafting responses where appropriate, redirecting to and following up on responses from other members of staff, updating the Senior Executive Officer and bringing important issues and target dates to their attention. Typing, compiling and issuing emails, letters, acknowledgements, minutes, memos and reports. Circulating documents on behalf of the Senior Executive Officer. Collating inputs from various sources into a co-ordinated response. Maintaining records, ensuring that information is recorded, stored, managed and disposed of appropriately and in line with relevant guidance. Supporting senior officers in managing their relationships with education and business partners at a senior level. Any other duties, related to the role, which may arise from time to time. In addition to the above, the post-holder will, in accordance with Section 75 of the Northern Ireland Act (1998), be expected to promote Good Relations, Equality of Opportunity and pay due regard for Equality Legislation at all times. This job description will be subject to review in light of changing circumstances and is not intended to be rigid and inflexible but should be regarded as providing guidelines within which the individual works. Other duties of a similar nature and appropriate to the grade may be assigned from time to time. In accordance with Section 75 of the Northern Ireland Act (1998), the post-holder is expected to promote good relations, equality of opportunity and pay due regard for equality legislation at all times. To view the summary of terms and conditions for this post, click here. PERSON SPECIFICATION NOTES TO JOB APPLICANTS 1. You must clearly demonstrate on your application form under each question, how, and to what extent you meet the required criteria as failure to do so may result in you not being shortlisted. You should clearly demonstrate this for both the essential and desirable criteria, where relevant. 2. You must demonstrate how you meet the criteria by the closing date for applications, unless the criteria state otherwise. 3. The stage in the process when the criteria will be measured is outlined in the table below. 4. Shortlisting will be carried out on the basis of the essential criteria set out in Section 1 below, using the information provided by you on your application form. 5. Please note that the Selection Panel reserves the right to shortlist only those applicants that it believes most strongly meet the criteria for the role. 6. In the event of an excessive number of applications, the Selection Panel also reserves the right to apply any desirable criteria as outlined in Section 3 at shortlisting, in which case these will be applied in the order listed. It is important therefore that you also clearly demonstrate on your application form on how you meet any desirable criteria. Section 1 - Essential Criteria The following are essential criteria which will initially be measured at the shortlisting stage and which may also be further explored during the interview/selection stage. You should therefore make it clear on your application form how, and to what extent you meet these criteria. Failure to do so may result in you not being shortlisted. Factor Essential Criteria Method of Assessment Qualifications/ Experience Hold NVQ Level 3, BTEC National or two A Levels or equivalent or higher examination qualifications and two years’ experience working in an administrative role in an office environment which must include: Have a high level of IT literacy including experience in the use of Microsoft Office and Outlook Experience of diary management including organising and prioritising diary commitments Experience in organising meetings, room bookings, hospitality and collating papers Maintaining records OR Have five years’ experience working in an administrative role in an office environment which must include: Have a high level of IT literacy including experience in the use of Microsoft Office and Outlook Experience of diary management including organising and prioritising diary commitments Experience in organising meetings, room bookings, hospitality and collating papers Maintaining records Shortlisting by Application Form Section 2 - Essential Criteria The following are additional essential criteria which will be measured during the interview/selection stage in line with EA’s Game Changing People Model. Factor Essential Criteria Method of Assessment Knowledge Knowledge of the functions of the Education Authority Knowledge of EA policies and procedures Interview Skills/ Abilities In line with EA’s Game Changing People Model we will look for evidence of: Excellent oral and written communication skills. Proven ability to successfully plan, prioritise and manage the work of yourself within required timescales. Proven ability to demonstrate initiative, work flexibly and problem solve with minimal direction and supervision. Proven ability to develop and maintain good working relationships within a team. Proven ability to exercise discretion in dealing with confidential or sensitive matters. Interview Values Orientation Evidence of how your experience and approach to work reflect EA’s ethos and values. You will find information about our Values here. Interview Section 3 - Desirable Criteria Some or all of the desirable criteria may be applied by the Selection Panel in order to determine a manageable pool of candidates. Desirable criteria will be applied in the order listed. You should make it clear on your application form how, and to what extent you meet the desirable criteria, as failure to do so may result in you not being shortlisted. Factor Desirable Criteria Method of Assessment Experience Have experience in managing correspondence Have experience of taking notes at meetings and creating minutes or action logs Shortlisting by Application Form Qualifications Hold a Personal Secretary certificate/diploma Shortlisting by Application Form Our Values Through the selection process we will also seek evidence that the personal values of candidates align with those of the EA. This will include evidence of commitment to equality and excellence in service delivery. These reflect our aim which is to meet the needs of all our children and young people equally, removing barriers to learning and ensuring equality of access to excellent education services so that every child can develop to his or her full potential. DISCLOSURE OF CRIMINAL BACKGROUND The Safeguarding Vulnerable Groups (Northern Ireland) Order 2007 defines working directly with children or young people or in specified places as ‘regulated activity’. In the event that you are recommended for appointed to a post that involves ‘regulated activity’, the Education Authority will be required to undertake an Enhanced Disclosure of Criminal Background. Please note that you WILL be expected to meet the cost of an Enhanced Disclosure Certificate. Details of how to make payment will be sent to you at the pre-employment stage. Further information can be accessed at NI Direct or the Department of Justice. APPLICANT GUIDANCE NOTES To view the applicant guidance notes, please click here. To learn about the many great benefits of joining the Education Authority, click here The Education Authority is an Equal Opportunities Employer.

Responsibilities

The role is responsible for providing high-quality, confidential administrative support within the Chief Executives Office, directly supporting senior officers as required. Key duties include comprehensive diary management, organizing meetings, handling all correspondence flow, and maintaining accurate records.