We have a fantastic opportunity for you to join our client, Sport NI, based in Belfast as a full-time Executive Assistant.
This is a long-term temporary opportunity.
Pay Rate: £15.43
Start Date: As soon as possible
Location: House of Sport, Belfast
Hours: Monday to Friday 9am-5pm
Duration: Twelve Months (With the possibility of extension)
Organisational background:
Sport NI is the lead development public body for sport and physical recreation in Northern Ireland. We are established under the Recreation and Youth Service Order 1986 for the furtherance of sport and physical recreation In Northern Ireland. We develop all aspects of sport and physical recreation from active participation to Olympic and Paralympic levels
Sport NI is primarily funded by grant in aid from the Department for Communities and the National Lottery.
Our mission statement is:
We are passionate about maximising the power of sport to change lives.
Our DNA:
Sport NI's values are Excellence, Integrity, Collaboration and Learning. Sport NI seeks an individual who shares and exemplifies our values and associated behaviors in their daily work.
Overall purpose of job:
The post holder will provide an effective and efficient secretarial support service to the Executive Leadership Team as a member of the Operations Team.
Providing support and relief cover for the Senior Support Officer as and when required.
Duties and Responsibilities:
Facilitate Meetings
Provision of a full secretarial service including:
· Organising meetings and meeting rooms.
· Preparation of papers on behalf of the Executive Leadership Team.
· Setup of meetings rooms including booking refreshments and IT requirements.
· Recording of minutes of meetings. · Managing the inboxes of specific Directors within the Executive Leadership Team.
· Managing and uploading information relating to the Executive Leadership Team to the Sport Northern Ireland intranet and website where necessary.
Secretarial Support
Provide a full secretarial support service to the Executive Leadership Team, Board and other Senior Staff including:
· Producing letters, reports and papers from dictation, shorthand notes, hand-written notes, and audio tape on behalf of the Executive Leadership Team.
· Recording, transcribing and circulation of meeting minutes as directed.
· Acting as liaison between internal and external contacts of the organisation.
· Manage and maintain the diaries, arranging appointments and meetings as required for members of the Executive Leadership Team.
· Arranging and hosting external meetings on behalf of Directors on digital platforms such as Zoom.
· Undertaking financial procedures on the CIVICA financial on behalf of the Senior Support Officer and members of the Executive Leadership Team.
· Meeting and greeting visitors in a professional welcoming manner.
· Opening, recording, and distributing post as required.
· Filing and photocopying as required.
· Proofreading and formatting documentation on behalf of the Executive Leadership Team.
· Catering and refreshment arrangements as required.
· Assisting with travel arrangements as required for Directors and other Sport Northern Ireland employees including the provision of detail itineraries, booking flights, hotel accommodation, train, and boat reservations Etc.
· Ensuring systems and procedures are in place to ensure the smooth running of the Executive Leadership Team.
· Assisting with the management of information and users on the Decision Time platform for the distribution of Board papers.
· Provide relief cover to the Senior Support Officer for Executive Leadership Team Meetings and Board Meetings and other Ad Hoc meetings when required.
Correspondence
Manage and maintain all electronic and paper correspondence on behalf of the Executive Leadership Team including:
· Responding to all external and internal written and oral enquiries in a professional manner, exercising judgement when taking messages, referring calls, and answering routine queries as required.
· Filtering emails, highlighting urgent correspondence, and printing attachments as required.
· Forwarding emails to the Executive Leadership Team or other relevant parties as appropriate.
· Writing, printing, and preparing meeting papers and correspondence as required.
· Managing and maintaining all electronic and manual filing systems.
This job description is not to be regarded as exclusive or exhaustive. It is intended as an outline indication of the areas of activity and will be amended in the light of the changing needs of the organisation.
Essential Criteria:
Qualifications:
· 5 GCSE (or equivalent) passes at grade A-C, to include English Language and Maths.
Experience:
· 2 years full-time (or part-time equivalent) experience of providing a secretarial support service at senior management or director level, including the following key tasks:
Ø Minute Taking
Ø Diary Management
Ø Collation and distribution of meeting papers.
· 2 years full-time (or part time equivalent) experience managing correspondence and enquiries from the general public and/or partner organisations.
· Demonstrable experience in dealing with problems/enquiries in a diplomatic and sensitive manner.
· Demonstrable experience organising and prioritising workload to meet challenging deadlines.
· Demonstrable experience in handling sensitive or confidential information.
· Access to a form of transport to allow the postholder to meet the requirements of the post.
An Access NI will be required for this role
- A criminal record will not necessarily be a bar to obtaining a position.
- The UK Recruitment Co. Ltd has policies on the Recruitment of Ex-Offenders and the Secure Handling, Use, Storage, and Retention of Disclosure Information, copies of which can be made available upon request.
Blue Arrow is proud to be a Disability Confident Employer and is committed to helping find great work opportunities for great people.