Personal Assistant to Director of Education

Job Reference: )Primary Location :
Tyrone-Omagh-Omagh Office Other Locations :

Antrim-Belfast-Belfast Office, Antrim-Antrim-Antrim Board Centre, Armagh-Armagh-Armagh Office Contract Type :
Fixed-Term (May be subject to extension or reduced for any valid reason)
Duration of Contract/Contract End Date : 31 April 2027

Status :
Full-Time Hours per Week : 36 hours per week Working Pattern :
Monday - Friday Grade/Scale :
Executive Officer | NJC pt 17- 20 | £31,022 - £32,597 per annum

Additional Allowance(s) :
Not Applicable Anticipated Interview Date(s) : TBCAdditional Information:
Base location to be determined on appointment.

JOB DESCRIPTION

REPORTS TO:

Business Support Manager, Education RESPONSIBLE FOR:
The provision of diverse, confidential administrative support to the Assistant Director.

MAIN

DUTIES AND RESPONSIBILITIES:

Key duties and responsibilities are as follows:

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 all 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 on arrival – drafting responses where appropriate, updating the Assistant Director and bringing important issues and target dates to his/her attention.

Typing, compiling and issuing emails, letters, acknowledgements, minutes, memos and reports. Circulating documents on the Assistant Director’s behalf. Collating inputs from various sources into a co-ordinated response.

Using sources such as the intranet/internet, Hansard or press articles to research information.

Maintaining records, ensuring that information is recorded, stored, managed and disposed of appropriately and in line with relevant guidance.

Supporting the Assistant Director in managing his/her relationships with education and business partners at a senior level.

Any other duties, related to the role, which may arise from time to time.

The post-holder will also be required to work flexibly and collaboratively with other administrative staff within the office, for example in order to provide cover for periods of annual leave or to support the effective management of peaks and troughs in workload.

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  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.

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…