Personal Secretary

EO2 - Personal Secretary - Bangor

Pay Rate: £15.83 per hour

Location: Bangor, Rathgael House

Start Date: 5th October 2026

Expected Duration: 31/03/2027

Working Hours: Monday - Friday 9am - 5pm

Requirements: 5 GCSE'S C and Above (Including Maths and English), 2 A Levels C and Above

Main Duties include:

Diary Management

• Accurately organising and monitoring both senior officers' diaries on a daily basis.
• Meeting with each senior officer regularly to discuss, prioritise and action diary commitments, cancellations and rescheduling appointments.
• Liaising with attendees to determine times, durations and venues for meetings.
• Booking rooms and venues and arranging for or providing hospitality, as necessary.
• Copying and collating papers and ensuring that the required briefing and equipment is available.
• Making the necessary security arrangements, along with meeting, greeting and escorting visitors.
• Making cost-effective travel and accommodation arrangements through internal branches or directly with service providers.

Information Management

• Answering and vetting all incoming telephone calls based on knowledge of caller or issue(s) raised. Whenever possible, responding to callers directly by providing information or redirecting to the appropriate departmental official. Taking messages and obtaining contact numbers.
• Proactively managing emails, correspondence, papers, faxes, etc. and identifying those requiring urgent action, highlighting deadlines and action points, attaching related papers and passing to the relevant senior officer for action. Where appropriate, redirecting to a departmental official for action, either without recourse to the senior officer or in the senior officer's absence. Keeping senior officer informed of actions.
• Bringing important target dates and issues to both officers' attention on an ongoing basis, based on knowledge and experience of the subject matter.
• Logging the various information types received and issued into electronic postbook(s), tracking responses through B/F systems and chasing up outstanding responses to ensure deadlines are met.
• Typing, compiling and issuing emails, letters, acknowledgements, minutes, memos, faxes, tables, presentations, charts, slides and reports. Signing and circulating documents on the relevant senior officer's behalf. Typing and formatting documents from manuscripts.
• Co‑ordinating inputs and drafting co‑ordinated responses.
• Scanning, reformatting and updating documents, standardising layouts and creating templates and databases. Keeping knowledge and skills in this area up to date.
• Managing all emails, documents, correspondence, papers and files, in both paper and electronic filing systems - copying, cataloguing, filing, retrieving, archiving, reviewing and deleting/destroying in accordance with guidelines or protocol.
• Opening and maintaining registered files.
• Researching information sources such as the intranet/internet, Hansard or press articles for items such as publications, records, press releases, contact details and travel information.

Staff Supervision

• Providing advice and guidance on systems and procedural issues, particularly to staff providing cover.
• Providing secretarial cover as part of a team within ETI.

Communication

• Establishing a close working relationship with both senior officers and secretarial/administrative colleagues.
• Communicating effectively in order to meet targets and deadlines.

Miscellaneous

• Maintaining expenditure records in relation to hospitality, stationery, training and mobile phones.
• Preparing expense claims for both senior officers.
• Monitoring the level of stationery supplies and office consumables and reordering, as required.
• Acting as secretariat of meetings including recording, producing and issuing minutes.
• Collating, recording and issuing various registers and returns.
• Proof reading and other tasks as delegated by their relevant senior officer.
• Having effective communication skills to engage with colleagues, often at a senior level to meet tight timescales.
• Having well-developed organisational skills, for example being able to prioritise effectively and adapt to new situations as they arise.
• Showing an ability to work flexibly on one's own initiative without direct supervision, to work under pressure, frequently to tight deadlines and to recognise when to delegate, or seek assistance, as required.
• Being able to interpret and analyse information including anticipating and managing problems.
• Working collaboratively; sharing information, building supportive responsive relationships with colleagues and stakeholders thereby establishing good working relationships.
• Having a knowledge of administrative processes, in accordance with GDPR.
• Having a sound working knowledge in the use of Windows applications including Word, PowerPoint and Excel.

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

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