Management Support Assistant

Main purpose of job

To be responsible to the appropriate senior officer for the provision of business and administrative support including word processing, typing, filing and arranging appointments within the unit. The postholder will also assist in providing support and operational cover for other functions.

 

To carry out all tasks within agreed time and quality targets.

Summary of responsibilities and personal duties

1                 To provide administrative and secretarial support for the Chief Executive and Office of the Chief Executive as required.2                 To supervise the performance of any assigned staff to actively ensure their development in line with corporate procedures.3                 To deal with incoming and outgoing calls for the Chief Executive and the Office of the Chief Executive.

4                 To process confidential incoming mail, internal and external, and distribute and copy on a daily basis.

5                 To prepare minutes and agendas for meetings and service them as required.6                 To type confidential letters and reports (including committee reports) as directed from handwritten notes.7                 To organise meetings as required including hospitality for meetings, room bookings, lunches and refreshments as required.

8                 To maintain and develop any filing systems in operation as directed.

9                 To requisition and receive goods, supplies and equipment as directed in line with council procedures.

10              To assist the senior officers with the production of budgetary information including maintenance of petty cash float.

11              To arrange the booking of conference, travel and accommodation requirements for the Chief Executive as directed.

12              To participate in the review and development of unit procedures as required.

13              To act in accordance with the council and departmental policies and procedures including customer care, equal opportunities, safeguarding, health and safety and any pertinent legislation.

14              To participate in all induction and in-service training provided by Belfast City Council.

15              To undertake the duties in such a way as to enhance and protect the reputation and public profile of the council.

16              To undertake such other relevant duties as may, from time to time, be required.

 

This job description has been written at a time of significant organisational change and it will be subject to review and amendment as the demands of the role and the organisation evolve. Therefore, the post-holder will be required to be flexible, adaptable and aware that they may be asked to perform tasks, duties and responsibilities which are not specifically detailed in the job description, but which are commensurate with the role.

Essential criteria

Applicants must, as at the closing date for receipt of application forms, be able to demonstrate on the application form, by providing personal and specific examples, at least one year’s relevant experience in each of the following three areas:

(a)   carrying out administrative duties, including supporting a team with diary management and organising appointments and meetings;

(b)   liaising with senior management and professional officers; and

(c)   servicing meetings including taking minutes and organising agendas.

 

Desirable criteria

In addition to the above experience, Belfast City Council reserves the right to short-list only those applicants who, as at the closing date for receipt of application forms:

·        in the first instance, can demonstrate, by providing personal and specific examples on the application form, at least two years’ relevant experience in each of the three areas outlined above (a) – (c); and

·        in the second instance, have a minimum of five GCSEs (grades A-C) including English or[1] equivalent qualifications.

Special skills and attributes

Applicants should be able to demonstrate, by providing personal and specific examples, that they possess 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 managers.

Information technology skills: the ability to use standard office programmes including word processing, spreadsheets and database 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.

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.

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.

·        [1] Equivalent qualifications may include candidates who have passed the council’s online computer-based assessment tests and been appointed to an administrative and/or clerical role within the council.