Administrative assistant Band 2

KEY DUTIES / RESPONSIBILITIES

The post holder will be required to carry out a range of administrative duties which may include all or some of the following:

• Work as part of a multi-disciplinary team providing administrative support to team members.
• Type reports, memos, letters, forms, minutes etc. to a high standard using Word Processing, prioritising where necessary.
• Input and retrieve appropriate information from computerised systems.
• Processing and distributing mail on a daily basis.
• Dealing with general enquiries which require immediate action within definitive guidelines, protocols & policies.
• 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.
• Manage relevant email accounts which will include the sending and retrieval of emails.
• Arrange appointments / meetings as requested.
• Take minutes of meetings as required.
• Preparation of statistical information and dealing with various requests for information.
• Reception and telephone duties, dealing with departmental queries which will include taking and passing on clear and concise messages and obtaining and passing on information.
• Assist in collecting and collating statistical information as required in line with targets and PfAs.
• Develop, maintain and update spreadsheets and databases using the Microsoft Office suite.
• Maintain and efficient filing system, both manual and electronic.
• Maintain and update Trust systems to enhance communication e.g. SharePoint.
• Participate in training appropriate to the duties of the post.
• Work as part of the wider Admin and Clerical team within Adult Disability services and provide cover and support as required by the Admin Manager during absence of excess workload.
• As a member of the Admin team, the post-holder will be required to provide admin support to other members of staff within the team / department.
• General office duties such as typing / photocopying / scanning.
• Any other duties as may be assigned from time to time by the Line Manager.

• Successful applicants will be required to undertake an Access NI Disclosure check at a cost of £16/32. A person's criminal record will not, in itself, debar that person from being appointed to this post. Any information given will be treated in the strictest confidence.