Band 3 Team Secretary

JOB DESCRIPTION

JOB TITLE: Team Secretary

BAND: 3

DIRECTORATE/DIVISION: Community Care - Administration

INITIAL LOCATION: Thompson House, Magherafelt

REPORTS TO: Admin Locality Manager

ACCOUNTABLE TO: Admin & Service Support Manager

JOB SUMMARY:

The post-holder will be responsible for providing administrative 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
• 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
• 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 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
• 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
• Participate in training appropriate to the duties of the post

GENERAL RESPONSIBILITIES

Employees of the Trust will be required to promote and support the mission and vision of the service for which they are responsible and:-

• At all times provide a caring service and to treat those with whom they come into contact in a courteous and respectful manner

• At all times demonstrate practice the HSC values of Working Together, Excellence, Openness & Honesty and Compassion

• Carry out their duties and responsibilities in a manner which assures patient and client safety

• Comply with all instructions in regard to Infection Prevention and Control

• Demonstrate their commitment by their regular attendance and the efficient completion of all tasks allocated to them

• Comply with the Trust's Smoke Free Policy

• Carry out their duties and responsibilities in compliance with health and safety policy and statutory regulations

• Adhere to equal opportunities policy throughout the course of their employment

• Ensure the ongoing confidence of the public in service provision

• Adhere to the Code of Conduct for HSC Employees which aims to guide staff, managers and employers in the work that they do and the decisions and choices they have to make. Professional staff are expected to follow the code of conduct for their own professions as well as this code.

• The post holder will promote and support effective team working, fostering a culture of openness and transparency. The post holder will ensure that they take all concerns raised with them seriously and act in accordance with the NHSCT Raising Concerns Policy and their professional code of conduct, where applicable.

RECORDS MANAGEMENT

All employees of the Northern Health & Social Care Trust are legally responsible for all records held, created or used as part of their business within the Northern Health and Social Care Trust, including patient/client, corporate and administrative records whether paper based or electronic and also including e-mails. All such records are public records and are accessible to the general public, with limited exceptions, under the Freedom of Information Act 2000, the Environment Regulations 2004, the General Data Protection Regulations (GDPR) and the Data Protection Act 2018. Employees are required to be conversant and to comply with the Northern Health and Social Care Trust policies on Information Governance including (for example) the ICT Security Policy, Data Quality and Data Protection Policy and Records Management Policy and to seek advice if in doubt.

Skills / Abilities

• Effective communication skills
• Ability to work as part of team and to relate to senior members of staff
• Ability to work on own initiative Ability to work under pressure and to meet deadlines
• Computer literate

Knowledge

• Knowledge of role of Team Secretary
• Knowledge of Records Management
• Knowledge of the Microsoft Office suite of computer programmes
• Understanding of patient confidentiality and rights

How to Apply
If you meet the essential criteria and are interested in this opportunity, please upload your CV via the link provided. Zuzana Dojcsarova will contact shortlisted candidates to confirm the next steps.