Personal Secretary​/EO

Personal Secretary/EO2 – Belfast (Ps/Eo2/NIPB) Belfast, Northern Ireland

We have a fantastic opportunity for you to join our client, based in Belfast as a full‑time Personal Secretary/EO2.

Our client is Northern Ireland’s Leading Public Sector Employer.

Administrator Pay Rate: £15.83 per hour

Start Date: As soon as possible

Benefits working with NIPB:

• On the job training provided
• Gain valuable skills and progress your career
• Diverse and inclusive employer with active social mobility policies

Hours of Work:

Monday to Friday 9am‑5pm

Job Duties

Diary Management/ Private Office Administration:

• Overall responsibility for complex diary management for the Chief Executive (CE), Board Chair and Board Vice‑Chair, co‑ordinating regularly with the Office of the Chief Constable and other senior figures within the Justice sector.
• Providing a high standard of secretarial and administrative support to the Chief Executive, Board Chair, and Vice‑Chair; liaising with internal and external stakeholders regularly, including the Board’s Senior Management Team (SMT) and colleagues from other Justice sector organisations. Screening calls, e‑mails and correspondence to the Chief Executive’s office, directing as necessary to the relevant SMT member and maintaining oversight of the Chief Executive’s inbox.
• Prepare and circulate meeting papers and respond to diary changes and late requests/ agenda updates; re‑prioritising and communicating as necessary with stakeholders/meeting attendees. Arrange courier to send meeting papers sent out to Officials, Members, key stakeholders in PSNI, DoJ etc.
• Escort visitors and arrange catering/ hospitality for visitors/ meetings to support the Chief Executive’s schedule.
• Set up rooms for meetings/ provide catering support/ assist with clean up afterwards.

Post

• Open and record all physical and electronic mail on correspondence log and forward to relevant Director/ Branch
• Follow up on correspondence within set timescales to ensure actions are taken and prioritised as required.
• File all records (hard/ electronic) as required in line with recognised process.

Other Administrative/Secretarial Duties

• Prepare letters/ documents for Chief Executive, Chair, Vice‑Chair and SMT and manage confidential/sensitive information appropriately on behalf of the CE.
• Photocopying, filing, preparing invoices for payment, managing expenses, and other admin support for Chief Executive, Chair, Vice‑Chair and SMT when required.
• Share key documents from external stakeholders with Board officials, for example, OPONI Reg 20 reports and monthly PSNI statistical information.

Other:

• Action travel arrangements for Chief Executive, Chair, Vice‑Chair, and SMT.
• Work with communications team to prepare the Chair and Chief Executive’s reports, including addendums, for monthly Board meetings.
• Manage spend on catering supplies for both internal and monthly Board meetings.
• Manage the Board’s Gifts and Hospitality Register for Chair. Vice‑Chair and SMT.
• Must have 5 GCSEs including Maths & English and 2 A levels – Certificates required

An Access NI will be required for this role

• A criminal record will not necessarily be a bar to obtaining a position.
• The UK Recruitment Co. Ltd has policies on the Recruitment of Ex‑Offenders and the Secure Handling, Use, Storage, and Retention of Disclosure Information, copies of which can be made available upon request.