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 Coleraine
Role: Band 3 Team Secretary
Rate of Pay: £11.67ph
Location: Coleraine
Hours: 37.5
Duration: Temporary Ongoing
Main duties/Responsibilities:
To provide support to the Learning Disability Team 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 Team and for ensuring necessary follow up action and deadlines are met.
- Monitor referrals on CRMS and process appropriately
- Attend Team Meeting and take appropriate action arising out of this meeting
- Contribute to the planning and organisation of Training Courses and Events being delivered by the Team
- To collate and/or retrieve statistical data eg Home Care Validations and Carers Assessment Returns as required by the Team Leader and contribute to the analysis of data and support the development of draft baseline, interim and final evaluation reports as required.
- Provide secretarial services to Learning Disability Team
- 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.
- Compile data from various sources and present in a legible manner on a regular basis.
- Maintain spreadsheets and extract data from spreadsheets and present in report form when required.
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- The post-holder will be required to provide administrative support to other members of staff within the department during times of leave etc
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- Arrange and provide administrative support at meetings including minute taking and issuing of relevant documentation (at base or other locations as required).
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- Open, sort and distribute all mail to the department.
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- 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.
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- Liaise with outside agencies and other disciplines, dealing with enquiries as appropriate.
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- Input and retrieve appropriate information from computerised systems.
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- Maintain and update manual records as required, e.g. client and operational filing, absence rates, and mileage.
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- Routine filing and maintaining an efficient filing system.
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- Telephone duties-dealing with departmental queries which will include taking and passing on clear and concise messages and obtaining and passing on information.
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- Cash handling including petty cash and lodgements to the bank.
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- Provide cover as required for other clerical staff during periods of absence or excess workload.
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- Collecting and collating statistical information as required in line with targets, KPIs and PfAs.
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- Develop, maintain and update spreadsheets and databases using the Microsoft Office suite.
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- Participate in training appropriate to the duties of the post.
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- Maintaining staff relationships and morale.
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- Participating as required in assessment and training of staff.
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- Maintain confidentiality within and without the workplace at all times.
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- Through his/her own actions ensure adherence to the Principles of Equality and Human Rights legislation
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- Use Trust and Departmental technology in line with the Trust's Information Management and Technology Strategy.
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- Undertake any other duties as assigned by Manager to ensure the needs of the department are met.
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Essential Criteria:
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
OR
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
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.
