Management Support Assistant (Temporary Contract) Belfast City

Management Support Assistant (Office of the Chief Executive)

Belfast

Temporary Contract approx. 3 months

Main purpose of job

To be responsible to the appropriate senior officer for the provision of business and administrative support including word processing, typing, filing and arranging appointments within the unit.

The postholder will also assist in providing support and operational cover for other functions.

To carry out all tasks within agreed time and quality targets.

Summary of responsibilities and personal duties:

To provide administrative and secretarial support for the Chief Executive and Office of the Chief Executive as required.

To supervise and manage the performance of any assigned staff to actively ensure their development in line with corporate procedures.

To deal with incoming and outgoing calls for the Chief Executive and the Office of the Chief Executive.

To process confidential incoming mail, internal and external, and distribute and copy on a daily basis.

To prepare minutes and agendas for meetings and service them as required.

To type confidential letters and reports (including committee reports) as directed from handwritten notes or dictation.

To organise meetings as required including hospitality for meetings, room bookings, lunches and refreshments as required.

To maintain and develop any filing systems in operation as directed.

To requisition and receive goods, supplies and equipment as directed in line with council procedures.

This job description has been written at a time of significant organisational change, and it will be subject to review and amendment as the demands of the role and the organisation evolve. Therefore, the post-holder will be required to be flexible, adaptable and aware that they may be asked to perform tasks, duties and responsibilities which are not specifically detailed in the job description, but which are commensurate with the role.

Full Job Description available

Essential criteria

Experience

Applicants must, as at the closing date be able to demonstrate by providing personal and specific examples, at least one year's relevant experience in each of the following three areas:

carrying out administrative duties, including supporting a team with diary management and organising appointments and meetings

liaising with senior management and professional officers;

and servicing meetings including taking minutes and organising agendas.

Special skills and attributes

Applicants must be able to demonstrate, by providing personal and specific examples, evidence of the following special skills and attributes:

Communication skills: the ability to compose and type confidential letters and memos, to prepare minutes and to draft reports for senior management and the ability to give clear instructions to staff and to provide operational information to managers.

Information technology skills: the ability to use standard office programmes including word processing, spreadsheets and database packages.

Work planning and decision-making skills: the ability to prioritise work and make effective decisions to achieve objectives.

Team working and leadership skills: the ability to lead a team of staff and to contribute to the success of the team and the achievement of objectives.

Customer care skills: an awareness of the importance of responding to the needs of internal and external customers and the ability to be discreet, sensitive and maintain confidentiality.

Political sensitivity skills: the ability to establish good working relationships with elected members and senior staff and an awareness of the importance of day-to-day public relations.

Other Information

Start Date:2 March 2026

Closing Date: 13 February 2026

Hours of work: 37 per week

Rate of pay: £14.35 per hour plus accrued holiday pay

Location: Belfast City Centre

If you would like to apply for this role, please send us your updated CV via the link provided and one of the team will be in touch with you. Or if you would like to discuss this position, please contact Task Recruitment on to speak to one of our consultants.

We are an equal opportunities employer. We welcome applications from all suitably qualified persons.