Band 3 Team/Personal Secretary

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

Role: Band 3 Team/Personal Secretary

Rate of Pay: £12.75ph

Location: Ballymena

Hours: 37.5 hours

Duration: 3 Months initially

Main duties/Responsibilities:

The person appointed will act as a Team/Personal Secretary and will be responsible for providing secretarial support to senior members of staff, as well as assisting in the support of their professional team and assisting with the day to day management of the office to ensure a smooth running, high quality service.

• Provide secretarial services to senior members of staff and the professional team, including organising/servicing meetings, maintaining diary/schedulers to arrange appointments and meetings.
• Type reports, letters, forms etc., as required from manuscript, audio and notes using a word processing system or through digital dictation.
• In addition as a member of the admin team, the post-holder will be required to provide clerical support to other members of staff within the department.
• Prioritising and carrying out word-processing duties to a high standard.
• Arrange and provide administrative support at meetings including minute taking and issuing of relevant documentation (at base or other locations as required).
• Open, sort and distribute all mail to the department.
• Take appropriate action in relation to mail, telephone and other enquiries ensuring effective messaging and 'bring forward' systems are in place and necessary follow-up action is taken as well as appropriate reception duties.
• Liaise with outside agencies and other disciplines, dealing with enquiries as appropriate
• Communication by telephone, written correspondence and face to face contact with service users, families or other members of the public in relation to referrals, and service provision (i.e. waiting list if applicable).
• Input and retrieve appropriate information from computerised system, e.g. Encompass, Paris, Epex, Lcid etc.
• Manage generic email accounts which will include the sending and retrieval of emails.
• Maintain and update manual records as required e.g operational filing, photo-coping, accident/incident Datix reporting and HRPTS.
• Routine filing and maintaining an efficient filing system and shared drives.
• Telephone duties - dealing with departmental queries which will include taking and passing on clear and concise messages and obtaining and passing on information.
• Maintain and order adequate supplies of stock/non-stock items through the e-procurement system as required approved by the service lead or Business Support Manager
• Provide cover as required for other clerical staff during periods of absence or excess workload.
• Collecting and collating statistical information as required.
• Develop, maintain and update spread-sheets and databases using the Microsoft Office suite.
• Participate in training appropriate to the duties of the post maintaining staff relationships and morale.
• In agreement with the service lead, receive and send emails on behalf of the service lead if appropriate.
• Participate as required in training of staff.
• Maintain confidentiality within and without the workplace at all times.
• Through own actions ensure adherence to the Principles of Equality and Human Rights legislation.
• Use Trust and Departmental technology in line with the Trust's Policy.
• Undertake any other duties as assigned by the service lead/senior admin support to ensure the needs of the department are met.

Essential Criteria:

• 4 GCSEs English and Mathematics (Grade A*-C) or equivalent AND 1 years' clerical/secretarial experience in an office environment to include the use of the Microsoft Office suite of packages.

OR

• 2 GCSE English and Mathematics (Grade A*-C) AND 2 years' clerical/secretarial experience in an office environment to include the use of the Microsoft Office suite of packages.

• AND

  • At least 6 months experience of servicing meetings/committees

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.