Band 3 Personal Secretary

·Provide secretarial services to Head of Service, including organising and maintaining diary/schedule to arrange appointments and meetings to allow travelling time and appropriate breaks.

·Prioritising and carrying out word-processing duties, typing 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.

·The post-holder will be required to provide administrative support to other members of staff within the department during times of leave etc

·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 systems such as Epic.. This will include the production of weekly reports extracted from data reported to you and monthly reports to the Department also using data reported to you us Excel.

·Manage your own and the your service leads email account which will include the sending and retrieval of emails, cascading emails to Service Leads and Team Leaders when appropriate, flagging e mails to Head of Service, Service Leads and Team Leaders if necessary.

·Maintain and update manual records as required, e.g. client and operational filing, absence rates, and mileage.

·Routine filing and maintaining an efficient filing system both manual and electronic.

·Telephone duties-dealing with departmental queries which will include taking and passing on clear and concise messages and obtaining and passing on information.

·Provide cover as required for other clerical staff during periods of absence or excess workload.

·Collecting and collating statistical information as required in line with targets, KPIs and PFAs. Presentation of data will be in Microsoft Excel.

·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 Head of Service receive and send e-mails on behalf of the Head of Service.

·Participating as required in assessment and training of staff.

·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.