Apple
Recruitment are recruiting for a Personal
Secretary 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 service.
Job
Description:
·
Provide secretarial services to senior members of staff /
professional team, including organising and maintaining diary/schedule to
arrange appointments and meetings
· 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 team/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 mail for all departments
· 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 systems
· Manage email
accounts which will include the sending and retrieval of emails
· Maintain and update
manual records as required
· 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
· Provide cover as
required for other clerical staff within the directorate 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
· Maintain staff
relationships and morale
· In agreement with
the Locality Manager/Dept Manager, receive and send emails
· Assist in the
training of other administrative staff within the department and appropriate to
the post
· Maintain
confidentiality within and without the workplace at all times
· Through his/her own
actions 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 the Locality 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 15th
July 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:
Applicants must, by the closing date for
applications, have:
Qualifications/Registration
1. (a) 4 GCSEs
to include English Grade A*- C) or equivalent AND 1 years’ clerical/secretarial
experience including minute-taking in an office environment
OR
(b) GCSE English (Grade A*- C) or
equivalent AND 2 years’ clerical/secretarial experience including minute-taking
in an office environment
PLUS
One years’ working experience of using
Microsoft Word, Excel and Outlook in an office environment.
Other
2. Hold a
current full driving license 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.
Skills
/Abilities
3.
Effective communication skills
4.
Servicing of meetings and ability to take minutes
5.
Ability to work as part of team and to relate to senior members of
staff
6.
Ability to work on own initiative
7.
Ability to work under pressure and to meet deadlines
8.
Computer literate
Knowledge
9.
Knowledge of role of Personal Secretary
10.
Knowledge of Records Management
11.
Knowledge of the Microsoft Office suite of computer programmes
12.
Understanding of patient confidentiality and rights
13.
Understanding of data input and required retrieval and outcomes
Further
Details:
· Hourly Rate: £11.67
· Duration: 3-4 months
· Location: Newtownabbey
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 15th July 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.