Band 3 Clerical Officer 16+

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: £11.67ph

Location: Antrim

Hours: 37.5hrs

Duration: Temporary ongoing

Main duties/Responsibilities:

The post holder will be responsible for providing secretarial/administrative support to Antrim 16+ Service. The post holder will assist professional staff with the day to day management of the office to ensure smooth running, high quality service and to work on their own initiative.

The role will include working as part of a team and will be integral in delivering the strategic ongoing modernisation and reform of the service.

The post holder will be required to problem solve and have an innovative approach to working which will be underpinned by the Operational Policy for the service and other Trust policies.

The post holder will be required at all times to communicate effectively and professionally with service users/ professionals/ colleagues and outside agencies.

KEY RESULT AREAS / MAIN RESPONSIBILITIES

• Provide a comprehensive secretarial/administrative service to the 16+ Team and Team Leader

• Type and format reports, memos, letters, forms etc. to a high standard, as required from manuscript, and notes using a word processing system

• Arrange and provide secretarial support at meetings/ reviews including minute taking and issuing of relevant documentation (at base or other locations as required). In addition to this the post holder will also be required to attend and participate in Team Meetings

• Prioritise and take appropriate action in relation to mail, telephone and other enquiries ensuring effective messaging and 'bring forward' systems are in place and the necessary follow-up action is taken as well as appropriate reception duties. This includes direct contact with service users and carers and liaising with outside agencies and disciplines,

• Fully implement the referral process, issuing letters to service users/ statutory services using the associated administrative process

• Input and retrieve appropriate information from computerised systems. i.e. SOSCARE/UNOCINI/Child Health System
• Manage email account/s which will include the sending and retrieval of emails

• Prepare files, undertake routine filing duties and maintain efficient and up to date record system in line with Trusts Records Management Policy

• Maintain and update electronic records as required e.g. service user and operational filing, shared drive and file management
• Collect, collate and present statistical information as required in line with targets and PFA's (Microsoft Excel/Powerpoint)

• Develop, maintain and update spread-sheets (Microsoft Excel)

• Production and collation of financial data for onward payment processing. i.e. Foster Finance and Kinship Payments
• The issue, recoupment and management of petty cash and Trust monies as required, in accordance with the Trusts Standing Financial Instructions (FPM)

• Ordering, maintaining and receipting of adequate supplies of stock/non-stock items (FPL)

• Collate information in response to external enquiries, i.e. Freedom of Information requests, disclosure, complaints, investigations etc.

• Continually review office practices and procedures implementing necessary improvements.

• Maintain office machinery (eg photocopiers, computer equipment, etc) ensuring daily use meets the requirements within the Trust's Data Protection Policy.
• Provide cover as required for other clerical staff during periods of absence or excess workload

• Participate in training appropriate to the duties of the post

• Maintaining staff relationships and morale

• Present a professional and appropriate image as the first point of contact for the Antrim 16+ Service

• Participating as required in assessment and training of staff other secretarial/ clerical staff

• Maintain confidentiality within and without the workplace at all times

• Undertake any other duties as assigned, within the banding, to ensure the needs of the service are met

Essential Criteria:

*(A ) 4 GCSE's to include English Language Grade A*-C and 1 year clerical/secretarial in an office environment to include the use of the Microsoft Office suite of packages

OR

*(B) GCSE English Language Grade A*-C and 2 years clerical/secretarial in an office environment to include the use of the Microsoft Office suite of packages

*In addition to A or B applicants must also possess

OCR Text Processing (Business Professionals) Level 2 Award or RSA Stage II Word Processing/Typing (both parts)

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.