Senior Secretary/Personal Assistant

Senior Secretary/Personal Assistant (Band 4)

Lisburn

Temporary (6 months)

The Client: Local Healthcare body based in Lisburn

The Role: Senior Secretary/Personal Assistant

JOB SUMMARY

The post-holder will be responsible for providing a full range of administrative and secretarial support functions to Director and Operational Lead Paramedic Level as required. This will require the planning, prioritising and monitoring of workload to ensure efficiency and accuracy at all times, and will include gathering information, proposing solutions and taking action to solve problems as appropriate.

KEY DUTIES/RESPONSIBILITIES

The post-holder will be required to carry out a range of duties which may include the following:-

• To provide daily administrative and secretarial support functions, including drafting and typing letters, audio typing, data inputting and processing, email management, records management etc.
• To organise and maintain diaries as required and to ensure the Operational Lead is well prepared for meetings with relevant supporting agenda and paperwork.
• To utilise all Microsoft Office applications in order to produce high quality documents, presentations and reports as required, including data input using Microsoft access database.
• To check and file HEMS doctor and paramedic monthly pay and hours
• To deal with incoming emails, faxes and post and ensure effective and timely management of same, ensuring that action is taken, and issues prioritised.
• To manage telephone calls, enquiries and requests from internal and external stakeholders as required, ensuring that action is taken, and issues prioritised.
• To ensure that all information is produced in line with current legislation requirements and policies/procedures within the Trust, in a timely, accurate and confidential manner.
• To provide administrative services for specific committees, meetings and projects including organising of meetings, issuing of agendas, supporting documentation and initiating follow-up actions as required. Minute/note taking responsibilities as directed.
• To work closely with Air Ambulance Northern Ireland charity staff
• To devise and maintain office administration systems to deal efficiently with paper flow; organising and storing paperwork, documents and computer-based information e.g. monitoring/brought forward systems, management information systems, filing systems etc. and the implementation of improvements and additions required, in accordance with Trust Policies and Procedures.
• To monitor and request orders relating to office stationery to ensure adequate supplies are maintained.
• To arrange travel and accommodation requirements and provide administrative support to Workshops/events, as required.
• To ensure verification of invoices e.g. travel arrangements, course attendance, and accommodation and hospitality purposes.
• To welcome visitors, corporate guests and arrange/provide hospitality as required.

STAFF MANAGEMENT

• To supervise and delegate work to subordinate staff on a day-to-day basis as required, ensuring that all tasks are carried out to agreed quality and time targets.
• To provide training in own discipline to less experienced members of staff if and when required.
• To participate on selection and interview panels as required.

GENERAL

• To ensure that statutory regulations and Trust policies and procedures are implemented and adhered to at all times.
• To take part in staff development programmes and annual development reviews and/or undertake further training if and when required.
• To act at all times in a manner consistent with legislation, policy and procedures in respect of Equality and Diversity.
• To work to the mission and values of the Trust and display high standards of integrity and professionalism towards clients and colleagues.
• To continuously develop and update own knowledge and skills within the job role and contribute to setting own work objectives.
• Possess excellent communication and interpersonal skills in order to work effectively with clients and colleagues at all levels, both internally and externally.
• Proven ability to work as a member of a team, and on own initiative.
• Ability to prioritise workload and to work to tight timescales.
• To undertake any other duties relevant to the post as may be assigned from time to time which are consistent with the responsibilities of the Band.

HUMAN RESOURCE MANAGEMENT RESPONSIBILITIES

• Review individually, at least annually, the performance of immediately subordinate staff, provides guidance on personal development requirements and advises on and initiates, where appropriate, further training.
• Maintain staff relationships and morale amongst the staff reporting to him/her.
• Review the organisation plan and establishment level of the service for which he/she is responsible to ensure that each is consistent with achieving objectives and recommend change where appropriate.
• Delegate appropriate responsibility and authority to the level of staff within his/her control consistent with effective decision making, while retaining overall responsibility and accountability for results.
• Participate, as required, in the selection and appointment of staff reporting to him/her in accordance with procedures laid down by the Trust.
• Take such action as may be necessary in disciplinary matters in accordance with procedures laid down by the Trust.

GENERAL REQUIREMENTS

• The post holder will be required to:
• Ensure the Trust's policy on equality of opportunity is promoted through his/her own actions and those of any staff for whom he/she has responsibility.
• Co-operate fully with the implementation of the Trust's Health and Safety arrangements, reporting any accidents/incidents/equipment defects to his/her manager, and maintaining a clean, uncluttered and safe environment for patients/clients, members of the public and staff.
• Adhere at all times to all Trust policies/codes of conduct, including for example:
  • Smoke Free policy
  • IT Security Policy and Code of Conduct
  • standards of attendance, appearance and behaviour
• Contribute to ensuring the highest standards of environmental cleanliness within your designated area of work.
• Co-operate fully with regard to Trust policies and procedures relating to infection prevention and control.
• All employees of the trust are legally responsible for all records held, created or used as part of their business within the Trust including patients/clients, corporate and administrative records whether paper-based or electronic and also including emails. All such records are public records and are accessible to the general public, with limited exception, under the Freedom of Information act 2000 the Environmental Information Regulations 2004 and the Data Protection Acts 1998. Employees are required to be conversant with the Trusts policy and procedures on records management and to seek advice if in doubt.
• Take responsibility for his/her own ongoing learning and development, including full participation in KSF Development Reviews/appraisals, in order to maximise his/her potential and continue to meet the demands of the post.
• Represent the Trust's commitment to providing the highest possible standard of service to patients/clients and members of the public, by treating all those with whom he/she comes into contact in the course of work, in a pleasant, courteous and respectful manner.
• Available / able to work any 5 days out of 7 over the 24-hour period, which may include on-call / stand-by / sleep-in duties, shifts, night duty, weekends and Public Holidays if required immediately on appointment or at a later stage following commencement in response to changing demands of the service.

This Job Description will be subject to review in the light of changing circumstances and is not intended to be rigid and inflexible but should be regarded as providing guidelines within which the individual works. Other duties of a similar nature and appropriate to the grade may be assigned from time to time.

It is a standard condition that all Trust staff may be required to serve at any location within the Trust's area, as needs of the service demand.

Hours of work: Full-Time: 37.5 hours

Requirements:

• 5 GCSE's at Grade C or above including English Language and Math or Equivalent/higher qualification

AND

• A minimum of 2 years' experience in administrative or secretarial position to include experience of Microsoft Office Professional Suite or equivalent e.g. Word Processing, creating spreadsheets, email management, creating databases, PowerPoint presentations.

OR

• Three years' experience in an administrative or secretarial position to include experience of Microsoft Office Professional Suite or equivalent e.g. Word processing, creating spreadsheets, email management, creating databases, PowerPoint presentations.

Other: Hold a current full driving licence which is valid for use in the UK and have access to a car on appointment. This criteria will be waived in the case of applicants whose disability prohibits driving but who have access to a form of transport approved by the Trust which will permit them to carry out the duties of the post.

In Return: £12.86 per hour

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