Personal Assistant to Assistant Director

PA to Assistant Director - Belfast (BT1 2NQ)

Pay: £16.53 per hour

Hours: Monday to Friday, office hours, usually 9:00am - 5:00pm (36 hours per week), however some flexibility may be required.

Contract: Temporary contract, extended on a monthly basis subject to business needs and operational requirements.

Working Pattern: Fully onsite while training. Following the successful completion of training, a hybrid working arrangement may be available. Please note that attendance at onsite meetings and organisational workshops will be required as needed.

The Role

We're currently recruiting for a temporary PA to Assistant Director for the Education Authority (EA), based in Belfast. This is an excellent opportunity for an experienced administrative professional to provide high-level, confidential support within a busy public sector environment.

The successful candidate will be responsible for delivering comprehensive administrative and secretarial support to the Assistant Director, ensuring the efficient management of day-to-day operations, communications, and stakeholder relationships.

Key Responsibilities

• Provide a high-quality, professional and confidential administrative support service to the Assistant Director.
• Manage and coordinate the Assistant Director's diary, organising and prioritising appointments and commitments.
• Organise meetings, including scheduling, preparing agendas, collating papers, briefing attendees, greeting visitors, and arranging cost-effective travel where required.
• Take accurate minutes and maintain records of meetings and actions.
• Answer, screen and manage incoming telephone calls, responding directly where appropriate and redirecting enquiries as necessary.
• Log, prioritise and monitor incoming correspondence, ensuring deadlines are met and responses are coordinated effectively.
• Draft routine correspondence and prepare emails, letters, acknowledgements, reports, memos and other documentation on behalf of the Assistant Director.
• Collate information from multiple sources to produce coordinated responses and briefing materials.
• Conduct research using a variety of sources including the intranet, internet, policy documents and press articles.
• Maintain accurate records and filing systems, ensuring information is managed in accordance with relevant policies and procedures.
• Support the Assistant Director in managing relationships with senior stakeholders, education partners and business partners.
• Provide administrative support across the wider office team as required, including cover during periods of annual leave and peak workloads.
• Undertake any other duties commensurate with the role as required.

What We're Looking For

• Previous experience providing high-level administrative, executive support, personal assistant or secretarial support within a busy office environment.
• Excellent organisational skills with the ability to manage competing priorities and deadlines.
• Strong attention to detail and a high degree of accuracy.
• Excellent verbal and written communication skills.
• Experience managing confidential and sensitive information professionally.
• Ability to build and maintain effective working relationships with stakeholders at all levels.
• A flexible, proactive and professional approach to work.

Essential Skills

• Proficiency in Microsoft Office applications, including Outlook, Word, Excel and PowerPoint.
• Strong diary management and coordination skills.
• Experience organising meetings and preparing documentation for senior managers.
• Excellent minute-taking and correspondence management skills.
• Strong administrative and record management capabilities.

Requirements

• Three years of employment references.

If you're ready for a rewarding challenge and meet the criteria above, apply online today.

Please note: Due to high application volumes, only shortlisted candidates will be contacted.

Brook Street is proud to support the Armed Forces Covenant and as such, we guarantee to interview all candidates who are veterans or spouses/partners of military personnel, and who meet all the essential criteria for the vacancy.

As a Disability Confident Leader, and holder of the Gold Award status from the Defence Employer Recognition Scheme, Brook Street, as a supplier to the Public Sector Resourcing Framework (PSR), will offer you a guaranteed interview with a PSR Sourcer.

Should you identify as a candidate with a disability and/or as a veteran or spouse/partner of military personnel and meet all the essential criteria for the role, we encourage you to reach out to us via the Brook Street website. Here you will find a link to register your interest and state the role that you are interested in. We are committed to engaging with you.

In cases where we have a high volume of ex-military candidates/military spouses/partners, who meet all of the essential criteria, Brook Street will interview the best candidates from within that group.