Apple Recruitment are recruiting for a Team Secretary – Band 3 on behalf of the Northern Health and Social Care Trust.

Job Purpose:

The post holder will be responsible for providing 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

Job Description:

• Provide secretarial services to a Senior member of staff / professional team, including organising and maintaining diary/schedule to arrange appointments and meetings.
• Provide administrative/secretarial support within the department, e.g. audio-typing, photocopying, etc.
• 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.
• 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 and prepare out-going 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.
• Input and retrieve appropriate information from computerised system.
• Manage email account which will include the sending and retrieval of emails.
• In agreement with Locality/Departmental Managers, receive and send e-mails on behalf of the Locality/Departmental Manager and/ or other professional staff.
• Maintain and update appropriate records as required, e.g. client and operational filing, absence rates, salaries and mileage, accident reporting and notification of change.
• Routine filing and maintaining an efficient filing system – both manual and electronic.
• Telephone duties-dealing with departmental queries which will include taking and passing on clear and concise messages and obtaining and passing on information accurately.
• Act as a reference point for all internal and external enquiries relating to the department and ensure necessary communication is maintained with the Director, Senior Managers and other professionals.
• Liaise with complainants on behalf of General Manager, including organisation and minuting of complaint meetings and collating complaint responses for General Manager.
• 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.
• 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.
• 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/Senior Manager to ensure the needs of the department are met.

If you wish to apply or would like more information, please email your CV in Microsoft word format to Sarah Vize by clicking on the link below by 29^th August 2024. You must also include a bullet pointed synopsis at the top of your CV demonstrating how exactly you meet the Essential Criteria below:

Essential Criteria:

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

Plus

*1 year’s paid clerical experience in an office environment to include the use of the Microsoft Office suite of packages

OR

1. English GCSE (Grade A-C) or equivalent

Plus

*2 years’ paid clerical experience 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

(Work based examples must be clearly outlined on the application form)

In addition to the above applicants must possess:

2. RSA/OCR Stage II Typing/Word Processing (both parts) or equivalent. (Holders of RSA/OCR examinations after September 1986 must have passed both Parts/Levels 1 & 2). This must be clearly identified on application form and certificates

OR

3. 1 years’ 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

Further Details:

• Hourly Rate: £11.67
• Duration: 6 Months
• Location: Antrim

If you wish to apply or would like more information, please email your CV in Microsoft word format to Sarah Vize by clicking on the link below by 29^th August 2024.

Applicants must ensure their CV is accurate and up to date. The CV should include your full employment history inclusive of dates, all academic achievements and full personal contact details.

Please note only applicants that match this criteria can be considered for the role.

Apple Recruitment Services is acting as an Employment Agency in relation to this vacancy. Apple Recruitment Services is an Equal Opportunities Employer.