Personal Assistant to Director/Regional Director | Head Office, Lisburn Road

Job Summary:

To provide a professional, efficient, personal and confidential support service, undertaking all aspects of administration required to support the Director to meet key strategic objectives. To assist the Director with projects to ensure that the project is delivered on time and on budget. Managing diaries, co-ordinating meetings, events and relevant activities to ensure that urgent matters are given priority and all tasks are completed within agreed timescales. To manage all internal and external communication, taking appropriate action on behalf of Director and to develop and maintain systems and procedures to support the Director to manage competing pressures.

All applicants for positions at the level of Manager or above within Praxis Care are required to disclose any actual, potential, or perceived conflicts of interest. This includes any direct or indirect involvement with individuals, firms, companies, or organisations that have, or are seeking to establish, a contractual relationship with Praxis Care.

Failure to declare such interests may result in disqualification from the recruitment process. If a conflict of interest is identified after an appointment has been made, it may constitute grounds for disciplinary action, up to and including dismissal.

PRAXIS IS AN EQUAL OPPORTUNITIES EMPLOYER

Key Accountabilities:

• To support the Director by actively participating in projects including planning and documenting specific project goals, deliverables, features, functions, tasks, deadlines and costs to ensure that the project is delivered on time and on budget.
• To act as principal point of contact for the Director as a professional interface, screening calls and exercising judgement to prioritise urgent and important items. To resolve or refer queries to the relevant person for response and / or to respond on behalf of the Director where appropriate.
• To manage all correspondence on behalf of the Director, identifying issues requiring urgent action and ensuring that responses are provided within timescales. To liaise with relevant parties using initiative, discernment and sensitivity to co-ordinate responses to ensure appropriate actions are taken and contacts responded to within required timescales to ensure satisfactory outcomes. To ensure that the Director is notified of anything that needs attention.
• To draft correspondence on behalf of the Director and to research, co-ordinate, collate and draft presentations and reports and analysis of same, ensuring accuracy and reliability of information and that time is allocated for the Director to review and approve these where applicable.
• To co-ordinate internal meetings and ensure that attendees are provided with key information in advance of and following meetings, including creation and distribution of agenda, reports and papers. To ensure minutes are taken and circulated and that all action points are addressed within agreed timescales.
• To liaise with external agencies to ensure the Director is prepared for meetings with the necessary documentation and information. To proactively follow up actions on the Director’s behalf, as appropriate, and provide and record updates.
• Proactive and efficient diary management maintaining a high degree of awareness of workload and commitments, anticipating actions and requirements and ensuring that urgent matters are given priority and that the Director is kept up to date with the progress of activities. Forward thinking and planning to anticipate needs for meetings and activities and regular monitoring of the diary to ensure effective time management in the context of changing priorities, including scheduling and rescheduling appointments and making travel arrangements as required.
• To become familiar with the Organisation’s Management Information Systems to enable the post holder to update, maintain and interrogate the systems to extract relevant information on the Director’s behalf. To manage sensitive data and information in a confidential manner, make any relevant changes or reviews as necessary and maintain secure management of restricted material
• To establish and maintain effective records and filing systems in relation to Director’s area(s) of responsibility and ensure these are kept up to date and reviewed regularly. To maintain the departmental Information Asset Register and ensure that all information is handled according to the organisation’s policies relating to storage, retention and disposal of records.
• To continuously prioritise and organise workload to respond to demanding, urgent and competing deadlines. To contribute to the overall organisational effectiveness, working as part of a dynamic PA team, including the provision of cover and support within the team as required.

About The Role

Requirements of the Role:

You will be required to be involved in the company performance management process

• To adhere to, and model the company values, behaviours and competencies at all times

• To carry out all duties of the post in accordance with Praxis rules, regulations and policies

• To carry out additional duties of the role and all other required duties as and when necessary

The above mentioned duties are not exhaustive and the post holder will be required to carry out other duties as and when necessary. It should be noted that stated duties or location associated with the post may change to meet the future needs of the Organisation.

Essential & Desirable Criteria:

Experience & Qualifications:

• GCSE English and Maths at grade C or above, or equivalent and 2 years’ experience in a similar role

  OR

  3 years’ experience in a similar role.

• Excellent working knowledge and proficiency in Microsoft Office Suite to include Word, Excel, PowerPoint & Outlook
• Previous experience of Diary Management to Senior Management level.
• Ability to prioritise workload to meet competing deadlines
• Ability to use judgement and discernment in varied situations
• Highly developed communication skills both oral and written
• Understanding and appreciation of the importance of confidentiality.
• Ability to adapt and work effectively under pressure and to deadlines.
• Advance organisational skills

Attributes:

Articulate, confident and friendly telephone manner.

Ability to multitask

Reliable, personable and positive in approach

Meticulous and proactive

Flexible – willing to help with a range of tasks.

Able to work on own initiative

Required Criteria

• GCSE English and Maths at grade C or above, or equivalent and 2 years’ experience in a similar role OR 3 years’ experience in a similar role
• Excellent working knowledge and proficiency in Microsoft Office Suite to include Word, Excel, PowerPoint & Outlook
• Previous experience of Diary Management to Senior Management level

Desired Criteria

• Educated to Advanced Level (A-Level) Standard
• European Computer Driver Licence (ECDL), or equivalent
• 5 years’ experience working to Middle/Senior Management level
• Experience of minute taking and experience of drafting formal response documentation on behalf of Senior Management

Skills Needed

Planning and Organising, Verbal and Written Skills

About The Company

Praxis Care provides a wide variety of services to vulnerable adults and children, supporting individuals with mental ill health, learning disabilities, autism and dementia. Our staff teams are essential to ensuring the provision of these services.

As a new member to the team, you can expect to be trained and supported in a structured fashion to achieve the high standards expected by the people we support and mandated by our regulators.

Company Culture

Our core values include compassion, integrity, teamwork, innovation and resilience. We also ensure that kindness and respect is integral to every role within Praxis Care and these values are fundamental to the provision of care we deliver to the people we support. 

If you are interested in a role that is rewarding, varied and positively impacts the lives of those we support, then we want to hear from you.

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Praxis Care: Company Limited By Guarantee | Registered Office 25-31 Lisburn Road, Belfast, BT9 7AA| Registered in Northern Ireland (NI017623) | Registered with the Charity Commission Northern Ireland (NIC103672) | Registered in Ireland (908491) | Registered Office: Unit 18, Ardee Business Park, Hale Street, Ardee, Co Louth, A92 XH76 | Registered with Charities Regulatory Authority (20100919) | ​Registered as a Charity in the Isle of Man (0826)

Company Benefits

Why Join Praxis Care?

• Great Work Environment : Compassionate, supportive, and inclusive team culture.

• CARE for Your Physical & Mental Health : Access to occupational sick pay, a confidential counselling service, and employer-funded healthcare schemes.

• Financial Benefits : Competitive salary, pension plan, and refer-a-friend bonuses.

• Career Development : Continuous professional development with opportunities to gain recognized qualifications, such as QCF3/5, and clear career progression pathways.

• Work-Life Balance : Paid annual leave which increases with length of service, and flexibility in working hours.

• Other Perks : PPE provided, long service awards, savings via the Cycle to Work scheme, and coming soon, early access to earned wages through salary advance software.

Want to learn more about what benefits Praxis Care has to offer?

Click the link below for full access to our employee benefits brochure and see what makes this opportunity even more rewarding:

Vacation, Paid time off, Paid sick days, Retirement plan and/or pension, Flexible schedule, Employee discounts, Sabbatical leave, Cycle to work, Referral bonus, Competitive salary, Long service recognition, Employee Assistance Scheme, Wellbeing Scheme, Blue Light Card, Social Opportunities, Employee of the Month, Employee Recognition Scheme, Culture of recognition, On the job learning, Progression opportunities, Long service awards, Service recognition increases to annual leave, Staff celebration events

Salary

£23,809.50 - £30,680.30 per year