Laboratory and Supply Chain Secretary, Belfast
Belfast Health and Social Care Trust
Job description
My client a leading public sector organisation based in Belfast are currently seeking to recruit a Full-Time Laboratory and Supply Chain Secretary.
Hours: Monday - Friday, 9am-5pm
Pay: £13.57 per hour
KEY DUTIES / RESPONSIBILITIES
Act as personal secretary to the Head of Testing and Head of Blood and Component Supply Chain Services. Duties include organising and coordinating appointments, diary management, minuting of meetings, booking travel, word processing/typing, photocopying, binding documents, making telephone calls, sending emails, circulation of information and assisting with controlled documents.
Maintain and update filing systems, prepare and compile information as requested.
Arranging both on-going and extraordinary meetings, book the venue, invite guests, provide up to date data, reports
and agendas, take detailed minutes, type and circulate minutes to appropriate people both within Laboratories and Supply Chain departments and other specialist groups both within and outside NIBTS.
Drafting of procedures/policies related to own work area and beyond.
Prepare and collate laboratory staff overtime and on-call payments for approval by the Head of Testing and Head of Blood and Component Supply Chain Services.
Extract, collate and summarise data to enable preparation of standard verbal, written or statistical reports or returns.
Participate in meetings and take appropriate action in line with service requirements.
There are currently a number of committees and meetings of the Agency which the post holder will serve by preparing agendas and taking minutes. These are listed below:
- Quality Improvement Review Group (QIR)
- IG Working Group
- Lab & Supply chain departmental meetings
- Plasma for Medicines Group
Maintain the Head of Testing and Head of Blood and Component Supply Chain Services controlled documents system, ensuring that policies, procedures, protocols and forms are updated in a timely manner.
Co-ordinating the sign off of Service level agreements, memorandums and other documentation as required internally and with 3rd parties.
Provide support to the Head of Testing and Head of Blood and Component Supply Chain Services, for the production and update of key performance indicators and business intelligence data.
Provide clerical support to Section Heads and deputies, workload permitting, should the need arise.
As part of a secretarial pool, the post-holder will work closely with the other secretarial staff. This will involve cross departmental working.
Contributing to quality throughout the organisation, including participation in organisation-wide specialist groups.
Undertake any other duties commensurate with the post that are required by the Head of Testing and Head of Blood and Component Supply Chain Services.
Essential Criteria
1. HNC / HND or equivalent / higher qualification in an administrative related field AND 1 years' experience in a clerical / administrative role
OR 4 GCSEs at Grades A-C including English Language and Maths or equivalent / higher qualification AND 2 years' experience in a clerical / administrative role
OR 3 years' experience in a clerical / administrative role
2. Experience in the use of Microsoft office products including Word, Excel, Powerpoint 3. Ability to work as part of a Team 4. Ability to use own initiative 5. Ability to identify problems and recommend appropriate solutions. 6. Effective Planning & Organisational skills with an ability to prioritise own workload 7. Effective Communications skills to meet the needs of the post in full.
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SECTION 2: The following are ESSENTIAL criteria which will be measured during the application / interview / test / selection stage: | |
Ability to work to tight deadlines.
Ability to work flexibly.
Understand and maintain confidentiality.
Willing to attend training courses appropriate to role.
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Working knowledge of Microsoft Word, PowerPoint and Outlook
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If you are interested and available for this position, please upload your CV to the link or contact Stephanie Wilson at [email protected]
To be shortlisted for this role all applicants MUST meet the essential criteria. Please note that these roles may be filled quickly but your CV will be kept on file for future similar roles. As there are so many applications, unsuccessful candidates may not be contacted.
Successful candidates may need to apply for an Access NI Certificate with Staffline regardless if you already have a valid certificate. It will be a cost of between £16-£32 depending on clearance level.
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