Business Support Facilitator

PHARMACEUTICAL SOCIETYOF NORTHERN IRELANDJob DescriptionJOB TITLE:Business Support Facilitator (initially for a 6month period)Hours of Work - Part-time 22.5hr pwGRADE & SALARY: £25,500 FTEREPORTS TO: Business Support Manager BASE: Pharmaceutical Society of Northern Ireland, 73 University Street, Belfast. (Office based role)ABOUT US: The Pharmaceutical Society of Northern Ireland is the professional regulator for pharmacists and pharmacy premises in Northern Ireland. Our mission is to support safe and high-quality services for patients by being a modern and responsive regulator. We are a friendly team of around 18 people, based in a beautiful historic building near Queens University and close to Botanic Park. We work closely with many organisations, such as Health and Social Care Trusts, Universities, other Regulators, Private Pharmacy Businesses and Groups, The Department of Health, and the Northern Ireland Centre for Pharmacy Learning and Development in Queens University in Belfast. HOURS OF WORK: Part-time 22.5hr pw, with flexibility around Committee meeting schedules (details to be discussed at interview.) Role Overview We seek a highly organised and professional individual to provide secretariat and administrative support. The successful candidate will work within the Business Support Team as Secretary to the Scrutiny Committee and will assist with secretariat duties for Council and its Committees and will handle front-of-house reception tasks. The person appointed will report directly to the Business Support Manager. Major DutiesSecretariat to the Scrutiny Committee

• Act as Secretary to the Scrutiny Committee: this will include liaising with the Registrar, Fitness to Practise Team, Committee Chair and Members to schedule dates for hearings; co-ordinating and circulating sensitive and confidential papers; attending hearings; taking minutes, if required; and, ensuring that the follow-up actions are progressed immediately.
• Provide secretariat support for Council and its Committees, as required.
• Provide secretariat support for SMT/CEO when required, to include: diary management; arranging meetings; and drafting/reviewing correspondence.
• Co-ordinate document management, filing and maintaining confidential records.

Front of House Reception Duties

• Welcome and assist visitors in a professional and courteous manner.
• Answer and direct telephone calls, manage correspondence and handle general enquiries.
• Ensure the reception area is tidy and presents a positive image of the organisation.

General Duties

• Work alongside the Business Support Coordinator, Business Support Officer and the Business Support Manager in advancing project initiatives.
• Contribute to the continuous improvement of secretarial processes and systems.
• Undertake any other administrative or support tasks as reasonably directed to ensure the smooth running of the organisation.

Skills And Qualifications

• Proven experience in a secretarial, administrative, or executive assistant role, preferably within a Committee, senior management or governance environment.
• Excellent organisational and time management skills, with the ability to prioritise tasks effectively and work on own initiative.
• Strong written and verbal communication skills, with meticulous attention to detail.
• Accurate minute-taking skills and document preparation abilities.
• Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint) and ability to use with digital meeting platforms.
• Professional, approachable, and able to maintain discretion and confidentiality with sensitive information.
• Flexible and adaptable, with a positive approach to teamwork and problem-solving.

Reporting To

• The Business Support Facilitator reports directly to the Business Support Manager, who provides guidance, support, and oversight of all duties.

Corporate Values And Expected Behaviours Our organisation is committed to fostering a culture of integrity, respect, and professionalism. We expect all employees to demonstrate these values through their actions and interactions with colleagues, stakeholders, and the public. This includes maintaining high ethical standards, showing respect and consideration for others, taking responsibility for one's actions, and continually striving for excellence in all aspects of work. Application Process Interested candidates should submit aCV and covering letteroutlining their suitability for the role and relevant experience. Shortlisted applicants will be invited for interview and will be required to undertake a brief administrative assessment exercise. Benefits Group Life Assurance