Band 4 PA

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

Band 4 Personal Assistant required on a temporary basis based in Antrim

Role: Band 4 Personal Assistant

Rate of Pay: £12.86per hour

Location: Antrim

Hours: 22.5 per week

Duration: Temporary

Main duties/Responsibilities:

The post holder will undertake the full Personal Assistant duties and a high quality administrative/secretarial support in matters requiring a significant degree of confidentiality, initiative and diplomacy.

The post holder will act as the reference point for all internal and external enquiries relating to the Business & Governance Managers.

• Maintain confidentiality in relation to all matters within the office.
• Communicate with outside agencies such as the SPPG, RQIA, PSNI, NI Court Service, MLA's, Coroners Office, Prison Service
• Provide admin support in relation to audits e.g. NICE, Suicides and Serious Untoward Events) this includes preparation of paperwork, compiling minutes and distributing after approval. Also being the central point of contact in relation to audits and FOI requests for the whole of the Mental Health, Learning Disability and Community Health and Well-being Directorate liaising with the Trust's Governance Department and Information Governance and development and maintenance of the Master Files for tracking responses appropriately.
• Set up and update shared drives as required .
• Prepare job descriptions and linking with HR colleagues
• Preparing Minutes of Medical Management meetings.
• Managing the diary for the Divisional Medical Director Mental Health, Learning Disability & Community Wellbeing NHSCT
• Working closely with other medical managers

• Deal with the manager's general correspondence and be required to analyse all incoming mail / e-mails / information and ensure it is dealt with in an effective, efficient and prompt manner eg.

1. By drawing urgent and important matters to the managers eg: Parliamentary Questions which have been forwarded from the Minister of Healths' Office by communicating with the Chief Executives Office, Directors, Assistant Directors, Heads of Services, Locality Managers, Team Leaders etc.
2. By drafting letters, paperwork on behalf of the managers.
3. By ensuring that issues are addressed and correspondence is brought to the relevant meeting or forum.

• The organisation of outgoing mail and correspondence within appropriate timescales and deadlines.

• The preparation of documentation, presentations (files and papers) for the Business & Governance Manager in advance of meetings and provision of briefings as appropriate.
• Servicing meetings including preparation of agendas, preparation and distribution of papers, minute taking and follow up action where necessary.
• The maintenance and updating of diaries including the organisation of meetings as required.
• Co-ordination of actions to all enquiries ensuring that they are dealt with by relevant individuals within appropriate timescales and that any exceptions are reported.

• To put in place administrative systems which will assist the managers to ensure that all deadlines are met and follow up any outstanding matters.
• Developing and maintaining efficient filing systems.
• Making all travel arrangements, travel schedules, accommodation etc required managers.
• Sourcing locations of where meetings are held to assist the managers
• Recording of monthly sickness and absence for professional leads to managers.
• Monitor and record all relevant annual leave.

• Screen and re-direct as necessary all incoming and outgoing telephone calls.
• Be responsible for word processing of all correspondence for namely, letters, memos, spreadsheets, reports and all other documentation as requested.
• Responsible for maintaining and monitoring a B/F system to ensure deadlines are met by the managers.
• Undertake relevant research as required by the managers to assist in undertaking their duties.
• Input and retrieve appropriate information from computerised systems eg EPEX, PARIS, DATIX etc.
• Ensure that appropriate action plans are prepared and followed up and that records are maintained.
• Assist in supporting managers with disciplinary and Grievance processes
• Provide cross cover support to other members of the Mental Health Management Team as required
• Assisting Business & Governance with administrative duties.
• 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.
• Participating as required in assessment and training of staff.
• Provide administrative cover as required during the absence of other staff or during periods of excess workload.
• 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/Senior Manager to ensure the needs of the department are met.

Essential Criteria:

5 GCSEs (Grade A-C) to include English Language and Maths plus 2 years admin/clerical experience

OR

GCSE (Grade A-C) English Language and Maths plus 3 years admin/clerical experience.

AND

2 years' experience in a clerical/administrative role at Band 3 or equivalent

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.