Band 3 Clerical Officer

Staffline has been appointed as HSCNI's number 1 recruitment provider for Admin and Clerical roles throughout the province.

Band 3 Team Secretary required on a temporary basis based in Antrim

Role: Band 3 Team Secretary

Rate of Pay: £12.31ph

Location: Antrim

Hours: 37.5hrs

Duration: 3 Months initially

Main duties/Responsibilities:

The post holder will be responsible for providing a full range of secretarial support to professional staff and assisting with the day to day management of the office to ensure a smooth running, high quality service.

KEY RESULT AREAS / MAIN RESPONSIBILITIES

• Provide secretarial services to a senior member of staff/professional team, including organising and maintaining diary/schedule to arrange appointments and meetings
• Provide administrative/secretarial support within the department, eg. Digital dictation, typing, photocopying etc.
• Type 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
• Servicing of meetings and invitation process
• 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 and prepare out-going mail as required
• Take appropriate action in relation to mail, telephone and other enquiries ensuring effective messaging and "bring forward" system 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
• Manage email accounts which will include the sending and retrieval of emails
• In agreement with Locality/Departmental Managers, receive and send emails on behalf of Locality/Departmental Manager and/or other professional staff
• Maintain and update appropriate records as required, eg client and operational filing, absence rates, salaries and mileage, accident reporting and notification of change
• Routine filing and maintaining an efficient filing system
• Telephone duties - dealing with departmental queries which will include taking and passing on clear and concise messages and obtaining and passing on information correctly
• Act as a reference point for all internal and external enquiries relating to the department and ensure necessary communication is maintained with the Director, Senior Managers and appropriate professionals
• Cash handling to include the maintenance of records, issue and recoupment petty cash. The lodging and cashing of cheques and monies via banking services
• 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 and Pfas
• Develop, maintain and update spreadsheets and databases using the Microsoft Office Suite
• Participate in training appropriate to the duties of the post
• Maintain staff relationships and morale
• Participating as required in assessment and training of staff
• Provide administrative cover as required during absence of other staff or during periods of excessive workload
• 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 legalisation
• Use the Trust and Departmental technology in line with the Trust's Information management and Technology Strategy
• Undertake any other duties as assigned by Manager/Senior Manager to ensure the needs of the department are met

Essential Criteria:

4 GCSE's to include English Language Grade A*-C or equivalent

Plus

*1 years paid clerical experience in an office environment to include the use of the Microsoft Office suite of packages

Plus

1 years minute taking

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.