Band 3 Team Secretary - Crisis Response

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: £12.31ph

Location: Antrim

Hours: 37.5hrs

Duration: 3 Months initially

Main duties/Responsibilities:

The post holder will be responsible for providing a full range of secretarial support to professional staff and assisting with the day to day management of the office to ensure a smooth running, high quality of service.

• Provide secretarial support to the CRHTT and Team Leaders including organising and maintaining diary / scheduling any appointments and meetings.
• Ability to prioritise workload.
• Receive and input referrals for CRHTT.
• 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.
• Inputting and retrieving information within the PARIS System.
• 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 all mail to the department and prepare outgoing mail as required.
• 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.
• To extract electronic and manual data from relevant information systems as required.
• Manage own and CRHTT generic email account which will include the sending and retrieval of emails.
• Maintain and update manual records as required, e.g. client, staff and all operational filing ensuring to maintain 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.
• Provide cover as required for other clerical staff within CRHTT and in other departments within the Acute Mental Health Administration Department during periods of absence or excess workload.
• Collecting and collating daily statistical information as required in line with targets and PFA,s.
• 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 the Team Leader, receive and send e-mails on behalf of the Team Leader.
• Participating as required in assessment and training of staff.
• Maintain and ordering stock as and when required.
• 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.
• Undertake any other duties as assigned by Manager to ensure the needs of the department are met

Essential Criteria:

4 GCSEs (Grades A-C) to include English or equivalent

Plus

*1 year's paid clerical experience within the Mental Health Division in an office environment to include the use of the Microsoft Office suite of packages

OR

English GCSE (Grade A-C) or equivalent

Plus

*2 years' paid clerical experience within the Mental Health Division in an office environment to include the use of the Microsoft Office suite of packages

*This experience must include the following areas -

• using the Microsoft Office suite of packages
• electronic & manual diary management
• organizing & servicing meetings
• collation & presentation of data using MS Excel
• data input
• data extract

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.