Personal Assistant/Senior Secretary

Your new company

Hays are working with a public services organisation to recruit a Personal Assistant/Senior Secretary based in Knockbracken (South Belfast) on a temporary basis.

Your new role
The post-holder will be responsible for providing a full range of administrative and secretarial support functions to Director and Assistant Director Level as required. This will require the planning, prioritising and monitoring of workload to ensure efficiency and accuracy at all times, and will include gathering information, proposing solutions and taking action to solve problems as appropriate.Administrative & Secretarial Support

• Delivered comprehensive admin support including correspondence, audio typing, data processing, email and record management.
• Prepared agendas and paperwork, maintained diaries, and ensured senior staff were fully briefed for meetings.
• Produced high-quality documents, presentations, and reports using Microsoft Office Suite.

Communication & Stakeholder Engagement

• Managed calls, emails, and correspondence, ensuring timely action and prioritisation of issues
• Welcomed guests, arranged hospitality, and maintained professional client-facing standards.
• Liaised effectively with internal and external stakeholders across all levels

Office & Systems Management

• Developed and maintained office systems for efficient paper flow and information storage
• Monitored supplies and managed orders for office resources.
• Coordinated travel, accommodation, events, workshops, and invoice verification.

Committee & Meeting Support

• Organised and serviced meetings, prepared documentation, and provided minute/note-taking support.
• Initiated follow-up actions and contributed to project-related administrative tasks.

Staff Supervision & Training

• Supervised day-to-day work of staff, ensuring quality and timeliness.
• Provided training to junior team members and participated in recruitment panels.

What you'll need to succeed

• 5 GCSEs including Maths and English AND minimum 2 years' experience in an administrative or secretarial position to include experience of Microsoft Office
• Experience with Word-processing, creating spreadsheets, email management, creating databases, PowerPoint presentations
• Full UK Driving Licence
• Word/Text Processing Level 2 OCR/RSA
• Ability to take minutes/ take notes at committee-level meetings

What you'll get in return

• £13.57 per hour
• Immediate start
• Based in Knockbracken
• Temporary for at least 6 months with possible extension
• Full-time working pattern

What you need to do now

If you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or call us now.
If this job isn't quite right for you, but you are looking for a new position, please contact us for a confidential discussion about your career.

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