Personal Secretary

• Anticipating the needs and support required by the Minister, e.g. reviewing schedules and ensuring the Minister is prepared for upcoming matters.
• Provide confidential and professional support to the Minister and, when required, the Chief Financial Officer, on a daily basis.
• Act at all times in a manner which positively represents the Department. Dealing with invitations; arranging meetings inside and outside; responding to telephone calls and emails; making travel arrangements etc. for both the Minister and senior managers.
• Be the central point in dealing with Questions asked of the Minister. This includes the circulation of the questions to officers, dealing with question re-directions, collation of answers and ensuring written answers are uploaded in adherence with the relevant timescales.
• Collation of the Minster's documentation. This involves ensuring that the Minister has all legislation, speaking notes and answers to  questions as required for that sitting.

• Prepare the induction pack for any new members to the Department.
• Organise the political budget meetings for Departments to present their budget submissions for the forthcoming year.
• The organisation and scheduling of Members' briefings.

• Act as Secretariat for various regular meetings. This will involve sending out Calendar appointments to attendees, distribution of meeting papers, attendance at these meetings to take minutes etc.
• Organising staff briefings for all staff as and when required.
• Undertake research projects, as and when requested by the Minister, Chief Financial Officer, or Senior Officers.
• Manage customer enquiries at all levels, either by telephone, email or in writing. As part of the Corporate Services Team customers are both internal colleagues and external members of the public.
• Supporting interdepartmental work where necessary.
• You will be responsible for ensuring compliance with all data protection, information governance and security policies and procedures relevant to your role and responsibilities. This specifically includes completing relevant training courses, reporting data breaches to the Department's Data Protection Officer and taking responsibility for personal data collected, used and retained as necessary for your role and purpose.
• Ensure that retention schedules are communicated and adhered to.
• Any other duties that may be assigned to you.

• Evidence of relevant experience in an office environment
• Previous experience in dealing with members of the public and customers of all levels.
• Experience of using IT, in particular of using Microsoft Office, Outlook, and the Internet
• Team Working
• Is professional and credible
• Effective written and oral communication skills to all levels of enquirers
• An eye for detail
• Professional and diplomatic when dealing with customers
• Experience on answering queries on the telephone and a good telephone manner
• Make considered decisions
• Experience of working with confidential information
• Excellent organisational skills and accuracy
• Ability to work effectively as part of a team by developing and maintaining good working relationships with wide range of stakeholders and customers
• Must be able to demonstrate resilience, work on own initiative with minimal supervision, prioritise work and meet deadlines
• Confident and able to work under pressure.
• Positive and flexible attitude to work
• Demonstrates commitment and resilience

• At least five GCSE's at Grade C or above (including English Language or equivalent)
• Experience of minute taking at meetings

Your specialist: Mark Burman

Quote job ref: 15705

Hi, I'm Mark and I look after all the temp / contract roles. If this exciting job sounds up your street, please submit your details, we look forward to hearing from you.

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