Lord Mayor's Personal Assistant

JOB PURPOSE

The Lord Mayor’s Personal Assistant plays a pivotal role in supporting the civic leadership of Armagh City, Banbridge and Craigavon Borough Council. As the professional and trusted assistant to the Lord Mayor and Deputy Lord Mayor, the postholder will provide high-level administrative, organisational and strategic support, ensuring the efficient operation of the Office of the Lord Mayor and the effective delivery of civic, ceremonial and public duties. This is a visible and prestigious role requiring exceptional interpersonal skills, political awareness, discretion and the ability to engage confidently with a wide range of stakeholders, including dignitaries, elected representatives, community leaders and members of the public. The postholder will act as a key ambassador for the Council, helping to promote its civic life, strengthen community relationships and enhance the reputation of the Borough.

MAIN DUTIES AND RESPONSIBILITIES

OFFICE OF THE LORD MAYOR – OFFICE MANAGEMENT:

Provide comprehensive executive support to the Lord Mayor and Deputy Lord Mayor, ensuring their schedules, correspondence and briefings are managed effectively and professionally.

Anticipate needs, prioritise workloads and coordinate complex and changing commitments with minimal supervision.

Draft, edit and prepare speeches, reports and communications that reflect the Council’s values and civic identity.

Develop and maintain effective working relationships with Elected Members, the Chief Executive, senior management and key external partners.

Provide on-call service for the Lord Mayor and Deputy Lord Mayor outside of normal working hours.

CIVIC AND LORD MAYORAL EVENT MANAGEMENT ROLE:

Lead the planning, delivery and evaluation of civic ceremonies, receptions and official events that reflect the Borough’s pride, heritage and diversity.

Provide expert advice on civic protocol, etiquette and ceremonial practice to ensure the Council’s traditions are upheld and represented.

Collaborate with departments, community groups and external organisations to deliver events that are inclusive, well-organised and aligned with Council objectives.

Represent the Lord Mayor’s Office at events and engagements when required, demonstrating professionalism, warmth and composure.

Support and coordinate charitable initiatives and public fundraising activities on behalf of the Lord Mayor, ensuring transparency, effective engagement and positive community impact.

Responsibility for maintaining the pool of casual General Assistants and coordinating the rota to ensure cover at all Lord Mayor/Deputy Lord Mayor and civic events, including supervision and training of casual General Assistants.

Responsible for processing requests for the opening of Books of Condolence together with the set up and monitoring of Books of Condolence on behalf of the Council.

Ensure the health and safety of staff and all visitors present at Lord Mayoral events/civic functions and ensure full compliance with Council’s policies and procedures relating to Health, Safety and Well-being. This includes the provision of risk assessments and event plans where relevant.

Manage the upkeep of the Civic Suite, the Council Robes and associated Regalia, ensuring cleanliness and repairs where necessary.

Responsibility for liaising with the Mace-bearer in connection with their attendance at meetings and functions.

Maintain a stock of civic gifts.

CORPORATE FUNCTIONS:

Promote the work of the Lord Mayor and Deputy Lord Mayor through effective media engagement and community outreach in collaboration with the Communications team.

Prepare public statements, speeches and press materials that articulate the Council’s civic message with clarity and authenticity.

Manage the Lord Mayor’s social media presence and online content to enhance public engagement, ensuring tone and messaging reflect the office of the Lord Mayor.

Build strong, positive relationships with citizens, partner organisations and media representatives to raise the profile of the Borough.

Manage budgets and financial processes associated with the Lord Mayor’s Office, ensuring fiscal responsibility, value for money and compliance with Council procedures. Maintain accurate financial records, monitor expenditure and prepare reports for review.

Oversee procurement, contracts and payments related to civic events and activities.

Provide support when required to the Chief Executive and to other units within the Chief Executive’s Department.

Manage, in conjunction with the Human Resources section, the Borough Council's Long Service Awards Scheme.

Undertake any other relevant duties that may be required and are commensurate with the nature and grade of the post.

Qualifications and training

• 5 GCSEs (Grades A–C) or equivalent/comparable including Maths and English Language.

Experience

• Two years’ experience in a personal assistant role supporting senior officers, elected representatives or similar, to include:

▪ Diverse administration duties including diary management and meeting organisation.

▪ Drafting of documents including correspondence and reports.

▪ Working with senior officers/politicians.

▪ Dealing with confidential/sensitive matters.

▪ Managing a heavy workload and challenging/changing/conflicting priorities and deadlines.

▪ Experience using financial or procurement systems.

Key skills, knowledge and attributes

• Excellent written and verbal communication skills.

• Ability to develop and maintain good working relationships at various levels, including senior management and Elected Members.

• Ability to successfully plan, prioritise and manage a range of tasks simultaneously within required timescales.

• Ability to work flexibly with minimal direction and supervision, taking decisions within agreed guidelines.

• Ability to research on a variety of issues and collate information.

• Ability to exercise tact and discretion in relation to confidential/politically sensitive matters.

• Competent in Microsoft Office (Word, Outlook, Excel, PowerPoint and Access) and digital communication platforms.

Working arrangements/Flexibility

37 hours per week, Monday to Friday 9.00am to 5.00pm. A flexible working hours system is in operation. The postholder will be required to work outside normal office hours to assist with meetings, functions or events.