Personal Secretary

Role Responsibilities The role will include the following activities: • Managing the Director of Infrastructure Delivery office including internal/external emails; improving work processes and systems within the office; and, working on own initiative to plan and organise the work of the office. • Management and coordination of the Director of Infrastructure Delivery’s diary. • Organise meetings and workshops, prepare and distribute material and accurately capture and document output. • Receiving, prioritising, track and process paper correspondence and electronic communication for the Director of Infrastructure Delivery and follow up action. • Answering and vetting incoming telephone calls/emails and briefing the Director of Infrastructure Delivery on correspondence and calls received which have been allocated for progress. • To act as a liaison between the Director of Infrastructure Delivery, Heads of Function and business directors including the assignment of tasks on behalf of the Director and co-ordination of responses. • Preparation, co-ordination and tracking of briefing material and draft responses on a wide range of issues for the Director of Infrastructure Delivery. • Co-ordination of papers for Board and Management Board meetings including production of agenda, preparation of Board papers, production of minutes of meetings and follow up actions. • Attend with the Director of Infrastructure Delivery as appropriate and provide a secretarial service at internal and external meetings. • Support the Infrastructure Delivery Heads of Function and wider team in general administration activities. • Availability to support the Executive Team and Board during a major incident on the Silver Command Incident team including out of normal working hours/holidays/weekends etc.

Budget and People Management Responsibilities • There are no direct Line Management responsibilities with this role but will often act on Director’s behalf. • Tracking, ordering and recording hospitality and gift forms, stationery orders and other financial activities as required. • Making cost effective travel and accommodation arrangements for Director of Infrastructure Delivery and the leadership team as required. **Please note that this is not an exhaustive list of duties and the post holder will be required to carry out other duties as required**

Entry Requirements Applicants MUST be able to demonstrate in their application and where necessary at interview:

ESSENTIAL CRITERIA 1. A minimum of 5 GCSEs or equivalent, at grade C or above (to include Maths and English). 2. A minimum of 2 A Levels or equivalent. 3. A minimum of three years’ business administration experience or experience in a similar role providing senior secretarial services at Senior Manager/Director level. 4. A high level of proficiency in the use of current IT packages, in particular Outlook/Microsoft Word/PowerPoint and Excel.

DESIRABLE CRITERIA In the event of a large number of applications, in the first instance, candidates may be short-listed on the following desirable criteria: 1. Recognised Executive Secretarial qualification such as Executive and/or Private Secretaries Diploma. In the second instance, candidates may be short-listed on the following, additional desirable criteria: 2. Third level or degree qualification Competencies The candidate should demonstrate the following competencies in the candidate response and interview process through examples and outcomes: Organising and Planning • Ability to effectively plan, prioritise and manage own workload making the best use of time and resources. Maintain a focus on detail and accuracy and produce work of a high quality. • Ability to plan and manage workload in a constantly changing environment and to resolve conflicting priorities. • Ability to think and act on own initiative. • Ability to make the best use of time and resources. • Ability to maintain a focus on detail and accuracy and produce work of a high quality. • Ability to work on own initiative and take personal responsibility for own work. • Ability to analyse a range of information, consulting effectively with others and drawing sound conclusions based on the information available Interpersonal Skills • Proven ability to manage multiple internal and external stakeholder relationships at all levels. • Problem Solving and Decision Making. • Ability to analyse a range of information, consult effectively with others and draw sound conclusions based on the information available. • Proven ability to manage projects to agreed timelines, using resources proficiently. • An ability to anticipate problems and provide workable solutions.

Communication • Ability to communicate effectively and efficiently with stakeholders and colleagues at all levels in a confident, clear and succinct manner. • Ability to produce a high standard of communications both orally and in writing for a wide variety of stakeholders both internally and externally People • A high level of motivation and drive and be capable of working largely on his/her own initiative as part of a wider team. • Ability to build effective relationships at all levels both within and across other functions and directorates as well as with external contractors. • Ability to develop and motivate self and team in line with objectives. Salary This Band 6b role offers a competitive remuneration package with a salary scale of £29,863 - £36,499 per annum The starting salary will normally be at the first point of the scale. Salaries are reviewed annually effective 1st April.

Location Westland, 40 Old Westland Road, Belfast, BT14 6TE Benefits Not only will you be working for one of Northern Ireland’s top companies, you will also receive a number of company benefits to include: • Generous annual leave and public holidays • Flexible working and family friendly policies • Hybrid working (available after 3 months following onboarding and training) • Occupational sick pay • Employee assistance programmes • Cycle to work scheme • Volunteering support