Band 3 Team Secretary

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

Role: Band 3 Team Secretary

Rate of Pay: £12.75ph

Location: Holywell Hospital, Antrim

Hours: 37.5 hours per week

Duration: 3 Months initially

Main duties/Responsibilities:

• Provide secretarial services to a senior members of staff / professional team, including organising and maintaining diary / schedule to arrange appointments and meetings.
• Type reports, letters, forms etc to a high standard, as required from manuscript, audio and notes using a word processing system or through digital dictation.
• In addition as a member of a secretarial/ clerical 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.
• Liaise with outside agencies and other disciplines, dealing with enquiries as appropriate.
• Input and retrieve appropriate information from computerised system.
• Monitoring of inbox messages/consult orders etc on computerised system and actioning as appropriate.
• Manage email account(s) which will include the sending and retrieval of emails.
• Maintain and update manual records as required, e.g. client and operational filing, absence rates, salaries and mileage.
• Assist with Team Leaders with populating profiles and rotas.
• Collate and update excel spreadsheet with bank availaibility.
• Arrange service user appointments, liaising with service user and taxi service for arranging transport, booking interpreters
• Routine filing and maintaining an efficient filing system. - i.e filing of documentation with wet signatures.
• Telephone duties - dealing with departmental queries which will include taking and passing on clear and concise messages and obtaining and passing on information.- logging of telephone calls in relation to patient care on Encompass system.
• Maintain petty cash within the team if required.
• Cash handling including petty cash and lodgements to the bank.
• Collecting and collating statistical information as required in line with targets and PfAs.
• Assisting in the validation of data from computerised systems.
• Develop, maintain and update spreadsheets 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 Locality/Departmental Managers, receive and send e-mails on behalf of the Locality/Departmental Manager.
• Participating as required in assessment and training of staff.
• Provide administrative cover as required during the absence of other staff or during periods of excess workload across the service and other departments.
• Maintain confidentiality within and without the workplace at all times.
• Through his/her own actions ensure adherence to the Principles of Equality and Human Rights legislation.
• Use Trust and Departmental technology in line with the \trust's Information Management and Technology Strategy.
• Undertake any other duties as assigned by Manager to ensure the needs of the department are met
• Utilise on a daily basis a range of software packages in the performance of the post including e-mail, Word, Excel, PowerPoint and other nursing admin databases.
• Managing the departments stock/non stock levels and processing of orders on the FPL eprocurement system.
• Monitor and process of the collection of Confidential Waste bags.
• Liaise with Estates Action Desk to report departmental faults

Essential Criteria:

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

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.