Personal Assistant – PASector: PublicJob Type: TemporaryDepartment: Governance, Information and Business Support ServicesDuration: this expected to be for 6 months and likely to be longerOffice Location: LisburnRemote Working: No information givenBand: 6Pay Rates: £12.86 paye per hour or £14.41 paye including holiday payWorking days and hours: Monday to Friday, 36.25 Hours, 9am-5pm, 45 minutes for lunch each dayParking: Free onsiteJob PurposeTo provide a professional and confidential personal assistant function, including office management and administrative support, to Directors, Board Members and to the Chairperson/Members of NIFRS Standing Committees. To contribute as an integral member of the Planning, Performance and Governance team to the provision of modern, professional, confidential and responsive office management and administrative support service to support the vision and missionSummary of responsibilities: * To provide an effective and flexible Personal Assistant service and administrative support function to support NIFRS Executive Directors in the discharge of their role. * To provide an effective telephone, diary and time management service for Executive Directors including the timely preparation and provision of associated papers and the prioritisation of requirements. * To co-ordinate organisation of appointments, project meetings and regular meetings to include venues and hospitality. * To provide a ‘Strictly Confidential’ secretarial service to Executive Directors and Senior Managers, facilitating a range of internal/external meetings including the production of agenda, minutes, action plans and reports. * To monitor, prioritise and follow-up on email and other correspondence to ensure all matters are dealt with in a timely manner. * To collate confidential paperwork and associated correspondence, maintaining electronic and hardcopy filing systems as appropriate. * To manage individual and contribute to team workloads whilst maintaining standards of accuracy and timeliness when faced with deadlines and/or changing priorities. * To develop and maintain effective administrative systems to facilitate the instant retrieval of key documentation/information. * To prepare and design a range of reporting formats to support governance activities related to projects and programmes. * To provide administrative support to Executive Directors and Senior Managers undertaking investigations including but not limited to fraud, discipline and grievance. * To support Executive Directors and Senior Managers in project research. * To develop and maintain effective working relationships with key stakeholders internal and external) to ensure that key information can be sourced quickly and deadlines met. * To act as a single point of contact for Executive Directors to ensure that key governance documentation is collated, reviewed, authorised and processed on a timely basis. * To assist Executive Directors in the implementation of strategies, policies and processes covering information management e.g. retention & disposal. * To support the delivery of NIFRS events including but not limited to official openings, graduations and event launches. * To maintain organisation-wide databases covering key governance areas such as Conflicts of Interest, Gifts & Hospitality and Policy Development. * To co-ordinate travel and accommodation arrangements for Executive Directors and Senior Managers to ensure compliance with relevant NIFRS and Department of Health guidance. * To provide, as required, effective reception and switchboard cover at HQ including the management of post. * To support the production and publication of the NIFRS Annual Report, Corporate Plan and Annual Business Plan.Experience and QualificationsEssentialApplicants must provide evidence by the closing date for application that they have: * 5 GCSEs at Grade C or above (or equivalent) including English Language. * RSA Stage III word processing or equivalent. * At least 1 years’ experience as a personal assistant working directly to Executive and/or Non-Executive Directors. * Experience using MS packages including Word, Excel, PowerPoint and Access.Demonstrate: * Excellent planning and organisational skills. * Ability to work under pressure of multiple deadlines. * Strong interpersonal and influencing skills. * Ability to develop and maintain productive working relationships. * Deliver high quality work with excellent attention to detail. * A strong customer orientation. * Possess a current driving licence or have access to a form of transport that will permit the candidate to meet the requirements of the post in full