Job Description
Tourism continues to be one of Northern Irelands most recognisable good news stories. Tourism NI is responsible for the development of tourism product and experiences across Northern Ireland as well as marketing to visitors within Northern Ireland and from the Republic of Ireland. Tourism is an industry that makes a real difference to the economy and job creation, accounting for 70,000 jobs, 9% of all jobs in Northern Ireland. In 2023 overnight visitors to Northern Ireland spent £1.2 billion, demonstrating tourisms importance to the Northern Ireland economy. Tourism NIs consumer brand Embrace a Giant Spirit has been widely adopted and is playing an important role in creating stand out for Northern Ireland as a destination. The brand encapsulates the spirit of the people, warmth of the welcome and the authenticity of the visitor experience in Northern Ireland. Brand campaigns are encouraging more visitors from key markets to experience a trip to Northern Ireland with particular success in attracting more visitors across the border. In 2023 there was an unprecedented number of visitors from the Republic to Northern Ireland, with over 1.3 million trips accounting for almost one quarter of all trips made in Northern Ireland. Overseas visitor accounted for over one third of all trips in Northern Ireland in 2023, while increasingly more Northern Ireland product is being added to tour operators itineraries from international markets. Tourism NI works closely with Tourism Ireland to win a bigger share of visitors to the island of Ireland. In 2024, Tourism Ireland set the target to grow regional, off-peak overseas tourism revenue by an average +6.5% year on year to 2030. Current investment includes a multi-million-pound refurbishment programme at Titanic Belfast, new hotels in Belfast, Derry~Londonderry, and the North Coast and an expanding screen tourism product. Current investment includes a multi-million pound refurbishment programme at Titanic Belfast, new hotels in Belfast, Derry~Londonderry and the North Coast and an expanding screen tourism product. Tourism NI is currently part of the bidding process to attract a number of major international events to Northern Ireland over the next five years, while planning is already underway to make the most of the opportunities in 2025 when The Open will return to Royal Portrush. Tourism NI is also closely involved in the tourism elements of the City and Growth Deal Programmes which will be crucial in helping to secure more spend from international visitors to the island. The Belfast Stories attraction, a maritime visitor attraction for Derry, the extension to The Gobbins, the Mourne Gateway Project and the regeneration of Hillsborough will add to our portfolio and complement the better known attractions. With a significant investment by both Tourism NI and the Department for the Economy in supporting the industry through recent challenges, the focus is now firmly on full recovery and a return to growth. PERSONAL ASSISTANT (PA) Temporary, Maternity Cover General Responsibility An exciting opportunity to work directly with Tourism Northern Irelands (Tourism NIs) leadership. You will need to co-ordinate busy, and at times conflicting demands - often under time pressure. Working as part of the Executive Support Team, the Personal Assistant will provide full PA support to members of the Executive Leadership Team (ELT) and Board, ensuring a consistent, high-level of service across the organisation. The job holder will also be required to provide secretarial and administrative support to the Chief Executive and Chairman at times and will be involved in the practical arrangements for Board meetings and events. The job holder will be responsible for handling a wide range of administrative and executive support related tasks, including employee travel arrangements, and must be able to work independently. The Personal Assistant will interact with internal employees at all levels in the course of their work, remaining flexible, proactive and resourceful with a high level of professionalism and confidentiality. The role provides a broad overview of all areas of Tourism NI and a high profile, involving direct contact with the Minister for the Economy and Permanent Secretarys Office, senior officials across Northern Ireland Government Departments, external stakeholders, local politicians, Councillors, and members of the tourism industry. Main Duties The post-holder will be responsible for the following areas of activity: Executive Support Proactively manage the diaries of two Directors within the Executive Leadership Team to make effective use of their time, ensuring there are no conflicting meetings, events or appointments, and prioritising meetings to allow sufficient time for completion of urgent work. Efficiently manage busy diaries and liaise with internal and external stakeholders, as well as co-ordinating steering groups and cross-organisational meetings as advised by the Executive Leadership Team and Executive Support Manager. Assist Directors in the management of their workload through monitoring of actions arising from meetings. Keep abreast of regular reporting deadlines and provide support to members of ELT in meeting these, hrough allocating desk time and following up with internal employees. Join divisional meetings to note actions and stay informed of work priorities across the Division. Make arrangements for meetings physical/hybrid/virtual, including booking meeting space or setting up MS Teams links, and circulating papers in advance. Help to maintain Executive Support Team records in all areas of corporate governance; including gifts and hospitality registers, and records of approvals granted by the Board and Executive Leadership Team. Receive, log, and deal with Director correspondence, ensuring it is replied to in a timely manner. Work with colleagues in the Business Planning and Improvement Team in ensuring deadlines for Departmental briefings are met by the Executive Leadership Team or time extensions are requested when needed. Travel & Expenses Make all travel and transport arrangements for Directors which will occasionally involve UK and/or international travel. Prepare expenses paperwork for Directors in line with Tourism NI financial policies, procedures, and governance. Carry out the Executive Support Teams function in the administration of a travel desk for all Tourism NI employees, including procuring quotes and ensuring travel is booked in accordance with Tourism NI financial policies, procedures, and governance. Assist in the arrangements for Board meetings / dinners / events, including approaching venues for quotations. Provide support to Sub-Committees of the Board when required. Additional Duties Provide PA cover to the Chief Executive and other members of ELT in the absence of Executive Support Team colleagues. Maintain, store and dispose of Unit records in accordance with Tourism NI Information Governance Policy including the use of record management systems such as Microsoft Teams and SharePoint. Contribute to Executive Support Team goals and the unit operating plan. Ensure that all activities are conducted in line with Tourism NIs policies, procedures, values, and behaviours. Any other relevant duties commensurate with the grade as required by Tourism Northern Ireland. This Job Description has been written at a time of organisational change and it will be subject to review and amendment as the demands of the role and the organisation evolve. Therefore, the Job 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. PERSON SPECIFICATION ESSENTIAL CRITERIA EDUCATION/QUALIFICATIONS & EXPERIENCE Option 1 Passes in two subjects at Level Three or Equivalent (e.g. A-Level) and passes in English and Mathematics at Level Two or equivalent (e.g. GCSE Grade C) as detailed in the qualification framework overleaf. AND A minimum of 1 years experience providing a high-level of administrative support in a professional environment OR Option 2 Passes in English and Mathematics at Level Two or equivalent (e.g. GCSE Grade C) as detailed in the qualification framework overleaf. AND A minimum of 3 years experience providing a high-level of administrative support in a professional environment. ESSENTIAL CRITERIA - Personal Effectiveness The Job Holder will also possess a high standard of: Communication skills (oral and written) including managing calls screening, prioritising and responding to enquiries. Organisational skills and the ability to manage changing priorities within tight deadlines while ensuring quality output and delivery of results. Ability to build and maintain strong, positive, co-operative, and professional relationships. Ability to successfully engage with stakeholders/customers, both internal and external. Analytical skills including the ability to efficiently gather, analyse, and communicate information and advice to others in a structured and coherent manner. The ability to preserve confidentiality, maintain a professional approach when dealing with sensitive issues or high profile persons and employ tact, diplomacy, and discretion at all times. IT and Computer Literacy, particularly the Microsoft Office suite. Additional Information Applicants must possess a current driving licence and the use of a car for business purposes, including the relevant insurance cover, or have access to a form of transport which will permit the applicant to meet the requirements of the post in full. This is not an exhaustive list of duties and requirements. The nature of the organisation is such that it must respond to the dynamic environment in which it operates, and the nature of duties, tasks, knowledge, and skills required for this post will evolve and change with time. The Job Holder is expected to adapt to these changes and develop the role as a result. Equality Statement Tourism NI is committed to equality of opportunity and will comply with Section 75 of the Northern Ireland Act (1998) statutory duties which require designated public authorities to have due regard to the need to promote equality of opportunity in relation to the nine equality categories and to have regard to the desirability of promoting good relations between persons of differing religious belief, political opinion, and racial group. The Disability Discrimination Act (1995) Section 49A requires designated public authorities to have due regard to the need to promote positive attitudes towards disabled persons, and to the need to encourage participation by disabled persons in public life. Qualification Framework Some roles within Tourism Northern Ireland require a specific or minimum level of education which will be stipulated in the essential criteria for the role. When stating a particular qualification level, Tourism Northern Ireland will accept those at, or equivalent to, recognised list of Qualification Levels. The most up to date list of recognised qualification levels can be found at: FOR FULL APPLICATION PACK PLEASE VISIT COMPLETING APPLICATIONS Those wishing to apply should submit a completed application via no later than Monday 30th September at 12 noon. CVs will not be accepted as a substitute/supplement to the application form.