Secretarial Assistant

Bluestones Staffing are partnering with Belfast City Council to hire a Secretarial Assistant on a temporary ongoing basis for the Cecil Ward Building in the City Centre.

Hours: Monday to Friday, 8:30am to 5pm
Job Type: Temporary Ongoing via Agency
Rate of Pay: £14.44 per hour
Start Date: Monday 3oth September 2024 (TBC)

Job Responsibilities:

• Assist in providing a full range of PA/secretarial duties, including arranging appointments, filing, audio typing, shorthand, and photocopying. Deputize for the PA/Secretary when required.
• Compose and type confidential letters and reports, liaise with senior representatives, and handle communications with council members, MLAs, and other elected officials.
• Open and manage confidential mail, schedule appointments and meetings, and handle diary management for the Director and Departmental Management Team (DMT).
• Organize and service meetings for the DMT, including taking shorthand or audio notes, preparing minutes, and ensuring appropriate hospitality and arrangements.
• Handle enquiries from the public, complaints, and external agencies, ensuring issues are directed to the appropriate department or team.
• Organize and book travel, accommodation, and events for the Director, DMT, council members, and departmental officers attending meetings and conferences.
• Supervise, train, and manage staff assigned to support service delivery, including participating in recruitment, induction, and HR procedures.
• All other duties as and when required.

Essential Criteria:

• Five GCSEs including English or equivalent qualifications.
• Minimum one years’ experience carrying out secretarial and administration duties.
• Previous experience in diary management, arranging meetings, appointments, taking and preparing. minutes, processing incoming mail and maintaining a filing system.
• Proficient in the use of standard office programmes; word processing, spreadsheets, presentation packages etc.
• Strong political sensitive skills in order to establish good working relationships with elected members and senior staff, and an awareness of importance of day-to-day public relations.
• Ability to compose and type confidential letters and memos.
• Ability to prepare minutes and to draft reports for senior management.

Desirable Criteria:

• 2 years’ experience in the above points.
• RSA Stage 2 (Parts 1 and 2) Word Processing.
• OCR Intermediate Word / Text Processing or equivalent.

Please apply below or send your CV to blathnaid.mcelduff@bluestones-staffing.co.uk for immediate consideration. This role closes on Friday September 20th at 12pm.