• Belfast
  • £ See Job Description
  • Temporary
  • AAK - MC - PersonalSec
  • michael.callaghan@premiere-agency.com
Our client, a leading public sector organisation, based in Belfast are looking to recruit a Corporate Communications Officer (EO1) to join their team
 
The role is available immediately until permanent supply in place
 
Hourly Pay: £13,52
 
37 hours per week Monday to Friday
 
Key Responsibilities

The purpose of the post is to provide an efficient, effective and responsive secretarial support service to the relevant Director to ensure that their time is managed and utilised in the most effective manner. Achieving this will require the proactive planning and managing of tasks within a constantly changing environment, the utilisation of well-developed interpersonal skills and adapting, when necessary, to changing roles and working patterns.

1. Diary Management
-Accurately organising and monitoring the Director’s diary on a daily basis. Meeting with the Director regularly to discuss, prioritise and action diary commitments, cancellations and rescheduling arrangements.
-Liaising with attendees to determine times, durations and venues for meetings. Booking rooms and venues and arranging for or providing hospitality as necessary. Copying and collating papers and ensuring that the required briefing and equipment is available. Making the necessary security arrangements and meeting, greeting and escorting visitors.
2. Information Management
-Answering and vetting all incoming telephone calls based on knowledge of caller or issues raised. Whenever possible, responding to callers directly by providing information or redirecting to the appropriate departmental official.
-Processing all e-mails, correspondence, papers etc on arrival – identifying those requiring urgent action, highlighting deadlines and action points, attaching related papers and passing to the Director for action. Where appropriate, redirecting to a departmental official for action. Keeping the Director informed of actions.
-Bringing important target dates and issues to the Director’s attention on an ongoing basis, based on knowledge and experience of the subject matter.
-Logging the various information types received, tracking responses and chasing up outstanding responses to ensure deadlines are met.
-Typing, compiling and issuing e-mails, letters, acknowledgements, minutes etc. Typing and formatting documents from audio tapes and manuscripts. Pulling inputs together from various
sources into a coordinated response. Scanning, reformatting and updating documents, standardising layouts and creating templates / databases.
-Managing all e-mails, documents, correspondence, papers and files, in both paper and electronic filing systems – copying, cataloguing, filing, retrieving, archiving, reviewing and deleting /destroying in accordance with guidance and protocol. Opening and maintaining electronic filing.

3. Miscellaneous
-Maintaining expenditure records, for example in relation to hospitality, stationery, training and mobile phones and processing creditor payments.
-Monitoring the level of stationery supplies and office consumables and reordering as required.
-Recording, producing and issuing minutes of meetings.

 

Essential Criteria:
-Experience of NICS HRPM (TRIM) if possible. General administration, IT and typing efficiently
 
Knowledge and Skills
-Well developed interpersonal skills, for example the ability to communicate confidently, tactfully and, when necessary, assertively on all levels are essential requirements of this PS post. Well developed organisational and time management skills, for example being able to prioritise effectively and adapt to new situations as they arise are also important features.
-Other key attributes include the ability to work flexibly on one’s own initiative without direct supervision, to work under pressure, frequently to tight deadlines. The postholder should also have a sound working knowledge of IT systems and software allied to highly efficient keyboard skills plus an understanding of organisational structures and objectives.
-Ability to prioritise their workload, for example determining the relative priorities of several pieces of work with similar deadlines.
-Ability to prioritise and organise the Director’s workload to ensure that deadlines are met. A prime example of this is the management of the senior officer’s diary through arranging, rescheduling or declining meeting requests
 
To apply please send your CV via the link or contact Michael.callaghan@premiere-agency.com