To be responsible to the appropriate director, through the Executive Support Officer, for the provision of the full range of Personal Assistant (PA) / Secretarial duties, for example, arranging appointments, filing, typing, shorthand, audio typing, photocopying and other relevant duties. They will also provide support to the Departmental Management Team (DMT) and other section members as necessary.To motivate and manage assigned staff, where appropriate, and ensure that all tasks are carried out to agreed, quality and time targets.To liaise with senior representatives of outside bodies and elected representatives on behalf of the director and DMT, as required.ResponsibilitiesTo compose and type confidential letters, reports, etc either on own initiative or in accordance with general or specific directions, or as prepared or dictated by the directors and DMT......for example, legal opinions, reports, presentation of briefs for counsel or consultants for signature by the director and DMT as required.To open and record all private and confidential mail sent to the director and DMT and departmental mail as required including monitoring and appropriate actioning of the director's emails.To arrange appointments, meetings, workshops and other work-related events. In the absence of the directors and DMT, meeting with callers asking to see them and advising them appropriately.To assist with the preparation of committee reports within the deadlines involved.To maintain the personal manual and electronic filing systems and diary of appointments for the directors and DMT.To filter telephone calls for the directors and DMT and make calls as required on their behalf.To deal with members of the council, Members of the Local Assembly (MLAs), Members of Parliament (MPs) and other elected representatives and liaise between the Strategic Director, DMT and other senior and departmental managers.To deal with complaints and enquiries from the general public and liaise with other council departments and outside agencies as necessary including......monitoring of complaints and Freedom of Information requests to ensure timely response on the behalf of the directors or appropriate DMT manager.To organise and book travel and accommodation arrangements for the directors and DMT, council members and departmental officers attending conferences and meetings.To service the meetings of the DMT and other meetings chaired by the directors and DMT, inclusive of taking shorthand and audio notes and preparing draft minutes and other relevant documents.To service other ad hoc meetings, for example, away days, seminars, and other events, and prepare minutes.To provide secretarial support to the DMT including typing/audio support as necessary.To make first contact with visitors to the directors and DMT.To attend and take notes of investigating interviews or hearings in connection with the council's disciplinary and grievance procedures.To supervise the work of assigned staff and assist, as directed, in the supervision and programming of work of other secretarial and Business Support staff, as required.Skills and Qualifications(Please note that Platinum Recruitment NI Ltd require original certificates as proof of all qualifications)Have five GCSEs (grades A - C) including English or equivalent qualifications or have passed the computer-based assessment test for Scale 3 clerical roles; andBe able to demonstrate on the application form, by providing personal and specific examples, at least two years' relevant experience in each of the following areas:a. diary management, including arranging meetings and appointments, and liaising with senior managers, elected members or board members;b. carrying out secretarial and administrative duties to strict deadlines including maintaining filing systems and responding to queries from a range of elected representatives; andc. supervising administrative staff on a daily basis within an office environment.Special skills and attributesApplicants must be able to demonstrate evidence of the following special skills and attributes which may be tested at interview:Communication skills: the ability to compose and type confidential letters and memos, to prepare minutes and to draft reports for senior management and the ability to give clear instructions to staff and to provide operational information to managersInformation technology skills: proficiency in the use of standard office programmes including word processing, spreadsheets and presentation packages.Work planning and decision making skills: the ability to prioritise work and make effective decisions to achieve objectives.Team working and leadership skills: the ability to lead a team of staff and to contribute to the success of the team and the achievement of objectives.Political sensitivity skills: the ability to establish good working relationships with elected members and senior staff and an awareness of the importance of day-to-day public relations.Customer care skills: an awareness of the importance of responding to the needs of internal and external customers and the ability to be discreet, sensitive and maintain confidentiality.Managing and supervisory skills: the ability to supervise staff to ensure work is tasks are carried out effectively and targets are met.Area: All of Northern IrelandClosing date: 07 Nov 2025 #J-18808-Ljbffr