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Band 3 Personal Secretary

Northern Health and Social Care Trust
Temporary (4 Months)
Admin and Secretarial
Antrim, County Antrim
Up to £11.67 per hour
Startdate: Asap
Ref: J11451_1718028685
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Job description

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

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

Role: Band 3 Personal Secretary

Rate of Pay: £11.67ph

Location: Antrim

Hours: 18.75

Duration: 6 Months

Main duties/Responsibilities:

To provide support to the Head of Service for Day Care Services in an efficient, effective and high quality manner. The post holder will be responsible for the coordination of their workload to meet the demands of the Senior Manager and for ensuring necessary follow up action and deadlines are met.


  • Provide secretarial services to Head of Service, including organising and maintaining diary/schedule to arrange appointments and meetings to allow travelling time and appropriate breaks.
  • Prioritising and carrying out word-processing duties, typing 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.
  • the post-holder will be required to provide administrative support to other members of staff within the department during times of leave etc
  • 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.
  • 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.
  • Input and retrieve appropriate information from computerised systems. This will include the production of weekly reports extracted from data reported to you and monthly reports to the Department also using data reported to you us Excel.
  • Manage your own and the Head of Service email account which will include the sending and retrieval of emails, cascading emails to Service Leads and Team Leaders when appropriate, flagging e mails to Head of Service, Service Leads and Team Leaders if necessary.
  • Maintain and update manual records as required, e.g. client and operational filing, absence rates, and mileage.
  • 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.
  • Cash handling including petty cash and lodgements to the bank.
  • 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, KPIs and PFAs. Presentation of data will be in Microsoft Excel.
  • Develop, maintain and update spreadsheets and databases using the Microsoft Office suite.
  • Participate in training appropriate to the duties of the post.
  • Maintaining staff relationships and morale.
  • In agreement with Head of Service receive and send e-mails on behalf of the Head of Service.
  • Participating as required in assessment and training of staff.
  • 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 legislation.
  • Use Trust and Departmental technology in line with the Trust's Information Management and Technology Strategy.
  • Undertake any other duties as assigned by Manager to ensure the needs of the department are met.

Essential Criteria:

*(a) 4 GCSEs to include English Language (Grade A*- C) or equivalent AND 1 years' clerical/secretarial experience in an office environment to include the use of the Microsoft Office suite of packages, specifically Excel. Applicants must show Excel experience on application form.


*(b) 2 years' clerical/secretarial experience in an office environment to include the use of the Microsoft Office suite of packages AND GCSE English Grade A*-C. Applicants must show Excel experience on application form.

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.

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