Job Title : Band 3 Team Secretary
Location : Ballymena
Duration : 6 Months initially
Rate : 11.11p/h
Hours : 37.5hpw
The successful candidate will be responsible for providing administrative support to the Memory Service
KEY RESULT AREAS / MAIN RESPONSIBILITIES
-Provide secretarial support to Memory Service including the organising and maintaining of diary/schedules
-Type reports, memos, letters, forms etc to a high standard, as required from manuscript, audio and notes using a word processing system.
-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 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 all mail to the department.
-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 system.
-Manage email account which will include the sending and retrieval of emails.
-Maintain and update manual records as required, e.g. client and operational filing, absence rates, salaries and mileage.
-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.
-Cash handling including petty cash and lodgements to the bank.
-Provide cover as required for other clerical staff 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. Communicate effectively with staff and maintain productive working relationships amongst your colleagues and with others;
-In agreement with Locality/Departmental Managers, receive and send e-mails on behalf of the Locality/Departmental Manager.
-Participate as required in training of staff.
-Provide administrative cover as required during the absence of other staff or during periods of excess workload.
-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.
-Use Trust and Departmental technology in line with the \trust’s Information Management and Technology Strategy.
-Undertake any other duties as assigned by Manager to ensure the needs of the department are met.
Essential Criteria :
(a) 4 GCSEs to include English Language (Grade A*-C) or equivalent AND 1 years’ clerical/secretarial experience in an office environment to include the use of the Microsoft Office suite of package
(b) 2 years’ clerical/secretarial experience in an office environment to include the use of the Microsoft Office suite of packages AND GCSE English Grade A*-C
In addition to (a) or (b) applicants must have:
RSA II Typing/Word Processing (both parts) or equivalent
One year experience in the use of ICT. This should include the use of word-processing, spreadsheets and e mail.
-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.
Platinum Recruitment NI Ltd is an equal opportunities employer and a Corporate Member of the Recruitment and Employment Confederation (REC) and abide by the REC Code of Professional Practice. Platinum Recruitment NI Ltd adheres to all current employment legislation.
Please note only those candidates may be contacted shortlisted.
To apply for this job email your CV to email@example.com