Band 3 Team Secretary

• Provide secretarial services to a senior member of staff / professional team, including organising and maintaining diary/schedule to arrange appointments and meetings
• 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 dictatio
• 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 team/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 mail for all departments
• Take appropriate action in relation to mail, telephone and other enquiries ensuring effective messaging and bring forward's 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
• Arrange clinics, book appointments and ensure files are available
• Manage email accounts which will include the sending and retrieval of emails
• Maintain and update manual records as required
• 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
• Maintain petty cash within the team if required
• Provide cover as required for other clerical staff within the directorate 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
• Booking of interpreters when required
• Maintaining staff relationships and morale.
• In agreement with Locality/Departmental Managers, receive and send e-mails on behalf of the Locality/Departmental Manager.
• Participating as required in assessment and training of staff.
• Maintaining an adequate supply and ordering of stock/non-stock items
• 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.

If you meet the essential criteria and are interested in this opportunity, please upload your CV via the link provided.

Zuzana Dojcsarova or Christine Thompson will contact shortlisted candidates to confirm the next steps.

Successful candidates may need to apply for an Access NI Certificate through Staffline, even if they already possess a valid certificate.