Secretary (Band 3)

JOB TITLE AND BAND: Personal Secretary Band 3 (20.5 hours per week)

DEPARTMENT / DIRECTORATE: Adult Learning Disability Service

Experience & Qualifications -

5 GCSEs (Grades A-C) including English Language and Maths or equivalent of higher education 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

three year's secretarial* experience; Secretarial experience is defined as experience in an office-based environment to include diary management, dealing with enquiries, word processing, coordinating 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, and minute-taking is also essential.

Skills / Abilities -

Ability to manage 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-ordinating meetings and minute-taking. Provide examples of working with Microsoft Office, including Outlook, PowerPoint, Excel and Word

MAIN DUTIES & RESPONSIBILITIES

Provide a full secretarial support service to the team and other professionals. Maintain diaries; arrange diary dates, venues, travel arrangements, 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, photocopying, binding, and ensuring 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 take 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 PowerPoint presentations required by the department. Provide administrative support in the production of policies and reports produced within the department. Supervision of clerical staff if the post requires it. Manage stationery stock levels throughout the department using the stock catalogue and non-stock requisitions so that levels of stock are adequately maintained.

Upload your CV, and a member from the Derry Branch will be in touch, or call 02871 267799 for any more information.

* Minute-taking is essential in this role.