Band 3 Administrative Assistant

Band 3 Administrative Assistant required on a temporary basis based in Ballymena

Role: Band 3 Administrative Assistant

Rate of Pay: £12.31

Location: Ballymena

Hours: 37.5hrs

Duration: Temporary Until End of September

Main duties/Responsibilities:

The post-holder will provide full administrative and secretarial support services, requiring a high degree of initiative, confidentiality and diplomacy, to senior staff within the NIMACH team.

• Provide high quality routine administrative support, to all staff in the NIMACH team, ensuring the effective operation of systems and procedures. This will involve managing confidential and sensitive personal information.

• Maintain an efficient filing system
• Make appropriate travel and organisational arrangements as required
• Maintenance of manual and electronic administrative systems as required.

• Assist in the administration and implementation of administrative systems within the NIMACH office and updating the Perinatal database as required.

• Arranging meetings inside and outside the office, to include the preparation of agendas and relevant papers and taking notes of meetings as required.
• Efficient management and maintenance of diaries.
• Assistance in the collection, anonymisation and updating of information onto relevant databases and spread sheets

• Manage the administration of the office ensuring a continual high standard of service is provided to all staff, customers, members of the public and suppliers.

• Receipt and dispatch of incoming and outgoing mail and emails.
• Receive incoming telephone calls and respond appropriately.
• Working as a member of a team providing cover for colleagues as necessary.
• Maintaining a high level of confidentiality of information in line with current legislation.

• Effectively prepare reports, documents and proposals for senior staff within the department as well as supplying advice and assistance as required.

• Word processing of correspondence, reports and other documents as required
• Using available graphics packages to produce presentations

• Continually seek to improve the service delivered within the department by committing to attend personal development training, demonstrating a team work ethic and embracing change.
• Provide high level service to all stakeholders, liaising with other departments and organisations on behalf of officers (including HSCB, BSO, HSC Trusts, DoH, Primary Care, and other relevant bodies).

Essential:

• Five GCSE's (including GCSE English Language and GCSE Mathematics (Grades A*-C)) OR equivalent qualification to demonstrate literacy and numeracy OR Higher qualification

OR

• 18 month's relevant* experience

• One year's experience of working with Microsoft Office to include Word, Outlook, Power point and Excel.

• *Relevant experience is defined as working within a business environment undertaking administrative support

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.