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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: