Personal Secretary - Band 3

JOB DESCRIPTION

JOB TITLE & BAND: Personal Secretary Band 3

DEPARTMENT: Care & Accommodation/Social Work Division

BASE: MDEC Building, Altnagelvin Hospital

MAIN DUTIES & RESPONSIBILITIES

• Provide a full secretarial support service to the Assistant Director of Care and Accommodation/ Social Work Division within Community and Older Peoples Service Directorate.
• Maintain diaries; arrange diary dates, venues, travel arrangement and hospitality. This also includes minute taking, audio typing and shorthand/note taking.
• Organise the office and carry out routine secretarial duties which include the development and maintenance of an efficient filing system, brought forward system, mail distribution, photo copying, binding and ensure relevant files are available for meetings.
• Open and record incoming mail and direct correspondence for the Team or otherwise deal with routine items.. This will include the writing and drafting of routine letters for signature.
• Facilitate communication within the department by liaising with relevant staff.
• Dealing with telephone calls and enquiries and taking relevant action as appropriate.
• Type letters, memorandums and minutes. A high level of word processing skills will be required and the post holder will also be required to develop skills on Microsoft Office software and other computer packages as and when required.
• Assist in the production of Power Point presentations required by department.
• Provide administrative support in the production of policies and reports produced within the department.
• Supervision of clerical staff if post requires so.
• Management of stationary stock levels throughout the department using stock catalogue and non-stock requisitions so levels of stock are adequately maintained.

General Management Responsibilities

The post holder will promote and support effective team working, fostering a culture of openness and transparency. The post holder will ensure that they take all concerns raised with them seriously and act in accordance with 'Your right to raise a concern (Whistleblowing)' policy and their professional code of conduct, where applicable.

ESSENTIAL CRITERIA

Qualifications and / or Experience :

5 GCSE's (Grades A-C) to include English Language and Maths or equivalent or higher educational standard and one year's secretarial* experience;

OR

NVQ Level 2 in Business Administration or equivalent or higher educational standard and one year's secretarial* experience;

OR

3 years secretarial* experience;

*Secretarial experience is defined as experience in an office based environment to include diary

management, dealing with enquiries, word processing, co-ordinating meetings and taking notes at meetings.

In addition to one of the above, 6 months experience using Microsoft Office including Outlook, PowerPoint, Excel and Word is also essential.

Skills / Abilities

Ability to manager workload effectively and meet tight deadlines

Ability to use initiative

Effective communication and interpersonal skills

Experience working as part of a team with successful outcomes

Knowledge:

Experience preparing a variety of documents including minutes, letters, reports and presentations

Provide examples of Diary Management experience

Provide examples of co-coordinating meetings and note taking

Provide examples of working with Microsoft Office including Outlook, PowerPoint, Excel and Word

Experience

Additional secretarial experience

* For anymore information contact Lyneve on 02871 267799 or send your CV to [email protected] *