Personal Secretary

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Location: Belfast (Castle Buildings)
Start Date: ASAP (subject to completion of vetting paperwork and ANI)
Expected End Date: 02 October 2026
Rate of Pay: £15.83 per hour
Hours: 37 hours per week
Working Pattern: 9:00am-5:00pm, Monday to Friday

Purpose of Job / Function of Role

The purpose of the EO2 Personal Secretary role is to provide an efficient, effective and responsive secretarial support service to a senior officer. The postholder will ensure that the senior officer's time is managed and utilised in the most effective manner through proactive planning, prioritisation and diary management within a fast paced and constantly changing environment.

The role requires well-developed interpersonal and organisational skills, flexibility in working patterns, and the ability to adapt quickly to changing priorities. The Personal Secretary will also ensure appropriate secretarial cover arrangements are in place during periods of absence to maintain a consistent and high-quality level of service.

Key Responsibilities Diary Management

• Accurately organise and manage the senior officer's diary on a daily basis
• Meet regularly with the senior officer to prioritise commitments, cancellations and rescheduled appointments
• Liaise with internal and external attendees to coordinate meeting times, durations and venues
• Book meeting rooms, venues, hospitality and equipment, including arrangements for online meetings (e.g. Webex/Teams)
• Copy and collate briefing papers and ensure all required information is available in advance
• Make necessary security arrangements and meet, greet and escort visitors
• Arrange cost-effective travel and accommodation where required

Information Management

• Answer and screen incoming calls using judgement and knowledge of the business area
• Respond directly where appropriate or redirect queries to relevant officials
• Manage emails, correspondence and papers on receipt, identifying urgent priorities, deadlines and action points
• Attach relevant background information and pass items to the senior officer or appropriate staff for action
• Keep the senior officer informed of progress and highlight key target dates
• Log correspondence into electronic postbooks, track responses via BF systems and chase outstanding replies

Typing and Document Management

• Audio typing using SpeechExec (essential element of the role)
• Compile, type and issue emails, letters, acknowledgements, minutes, memos, judgments, tables, reports and presentations
• Format documents from audio files and manuscripts
• Scan, reformat, standardise layouts and create templates and databases
• Maintain up-to-date knowledge of systems and document standards

Filing and Records Management

• Manage paper and electronic filing systems in line with protocol
• Open and maintain registered files
• Copy, catalogue, retrieve, archive and dispose of documents in accordance with guidance

Staff Supervision

• Provide supervision and guidance to administrative, typing or agency staff providing cover
• Offer support and advice on systems and procedures
• Provide dedicated secretarial cover and back-up support where required

Communication

• Develop strong working relationships with the senior officer, their teams and administrative colleagues
• Communicate effectively to meet deadlines and targets
• Ensure the senior officer is immediately informed of changes that may impact priorities

Miscellaneous

• Maintain expenditure records (hospitality, stationery, training, mobile phones)
• Process creditor payments and prepare expense claims
• Research information using sources such as intranet, internet, Hansard and press articles

Essential Experience & Qualifications

Applicants must have:

• 5 GCSEs including Maths and English, plus 2 A Levels (proof of certificates required)
• OCR Text Production Level 2 (or equivalent)
• OCR Word Processing Level 2 (or equivalent)
• Audio typing experience

Desired Experience and Skills

• Strong communication skills, including the ability to liaise with senior stakeholders
• Excellent organisational and prioritisation skills in a fast-paced environment
• Ability to work independently, under pressure and to tight deadlines
• Strong analytical and problem-solving skills
• Ability to work collaboratively and build effective working relationships
• Knowledge of administrative processes and GDPR principles
• Sound working knowledge of Microsoft Word, Excel, PowerPoint and Project
• Familiarity with online conferencing tools such as Microsoft Teams

Benefits / Facilities

• Hybrid working
• Flexi-time:
• Car parking: