Band 3 Team Secretary

Staffline are recruiting on behalf of NHSCT for a Band 3 Team Secretary required on a temporary basis based in Ballymena

Role: Band 3 Team Secretary

Rate of Pay: £12.31

Location: Ballymena

Hours: 37.5hrs

Duration: Temporary Ongoing

Main duties/Responsibilities:

• Provide a comprehensive secretarial/administrative service primarily to the FSIT/LAC Teams but also various family and childcare social service teams as required
• Type and format reports, memos, letters, forms etc. to a high standard, as required from manuscript, audio and notes using a word processing system or through digital dictation (Microsoft Word/ G2 Speech Report)
• Arrange and provide secretarial support at meetings/ reviews including minute taking of Family Support, LAC, Core Group and Professional meetings and the issue of relevant documentation (at base or other locations as required). In addition to this the post holder will also be required to attend and participate in Team Meetings
• Production of minutes and relevant reports in manuscript and UNOCINI format
• Prioritise and take appropriate action in relation to mail, telephone and other enquiries ensuring effective messaging and 'bring forward' systems are in place and the necessary follow-up action is taken as well as appropriate reception duties. This includes direct contact with service users and carers and liaising with outside agencies and disciplines,
• Fully implement the referral process, issuing letters to service users/ statutory services using the associated administrative process
• Input and retrieve appropriate information from computerised systems. i.e. SOSCARE/UNOCINI/Child Health System
• Manage email account/s which will include the sending and retrieval of emails
• Prepare files, undertake routine filing duties and maintain efficient and up to date record system in line with Trusts Records Management Policy
• Maintain and update electronic records as required e.g. service user and operational filing, shared drive and file management
• Collect, collate and present statistical information as required in line with targets and PFA's (Microsoft Excel/Powerpoint)
• Develop, maintain and update spread-sheets (Microsoft Excel)
• Production and collation of financial data for onward payment processing. i.e. Foster Finance and Kinship Payments
• The issue, recoupment and management of petty cash and Trust monies as required, in accordance with the Trusts Standing Financial Instructions
• Ordering, maintaining and receipting of adequate supplies of stock/non-stock items (FPL)
• Collate information in response to external enquiries, i.e. Freedom of Information requests, disclosure, complaints, investigations etc.
• Continually review office practices and procedures implementing necessary improvements.
• Maintain office machinery (eg photocopiers, computer equipment, etc) ensuring daily use meets the requirements within the Trust's Data Protection Policy.
• Provide cover as required for other clerical staff during periods of absence or excess workload
• Participate in training appropriate to the duties of the post
• Maintaining staff relationships and morale
• Present a professional and appropriate image as the first point of contact for family & child care services
• Participating as required in assessment and training of staff other secretarial/ clerical staff
• Maintain confidentiality within and without the workplace at all times
• Undertake any other duties as assigned, within the banding, to ensure the needs of the service are met

Essential:

• *(A ) 4 GCSE's to include English Language Grade A*-C and 1 year clerical/secretarial in an office environment to include the use of the Microsoft Office suite of packages

OR

• *(B) GCSE English Language Grade A*-C and 2 years clerical/secretarial in an office environment to include the use of the Microsoft Office suite of packages
• *In addition to A or B applicants must also possess
• OCR Text Processing (Business Professionals) Level 2 Award or RSA Stage II Word Processing/Typing (both parts)

• Holders of RSA/OCR examinations after September 1986 must have passed both parts. Part qualifications are not acceptable. This must be clearly identified on the application form.

OR

• 1 years' experience in the use of ICT. This should include the use of word-processing, spreadsheets and e-mail.

To be shortlisted for this role all applicants MUST meet the essential criteria. If you are interested please upload your CV to the link provided, and Christine Thompson will be in contact to confirm if you have been shortlisted.

Successful candidates may need to apply for an Access NI Certificate with Staffline regardless if you already have a valid certificate.