Band 3 Personal Secretary - Maternity Cover

Vanrath are recruiting for a Personal Secretary on behalf of a large public sector company in Antrim on a temporary basis.

What’s in it for you?

• Full time Monday – Friday 9am to 5pm
• Temporary
• £11.67ph

About your next employer
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.

What you’ll do

• Provide secretarial services to a Senior member 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 department.

• Prioritising and carrying out word-processing duties to a high standard.

• Organise appointments for patients, arranging transport as necessary, booking interpreters, maintaining follow up appointments, ensuring patients are notified of their appointments and any other relevant information.
• 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. preparation and maintain patient charts for clinics etc.
• 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 during periods of absence or excess workload
• Collecting and collating statistical information as required in line with targets and PFA’s

About you
Successful applicants must hold:
*(a) 4 GCSEs to include English (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 packages
OR

*(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 possess OCR Text Processing (Business Professionals) Level 2 Award or RSA Stage II Typing/Word Processing (both parts) or equivalent. OR 1 year experience in use of ICT to include word processing, audio typing, spreadsheets and email.
It would be beneficial to have minute taking experience.

IND02

To apply today contact Leanne Garrett in the strictest confidence.