Senior Secretary
Rate: £13.57 per hour
Hours: 37.5 hours per week
Key Duties:
-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 Director/Assistant Director is well prepared for meetings with relevant supporting agenda and paperwork.
-To utilise Microsoft Office applications in order to produce high quality documents, presentations and reports as required.
-To deal with incoming emails and general correspondence 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 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.
-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.
-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.
-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.
Essential Criteria:
-5 GCSEs at grade C or above, including English/English Language and Math, or equivalent educational qualifications AND a minimum of 2 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.
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.
-Word/Text Processing Level 2 – OCR/RSA (or equivalent).
-Ability to minute/note take at Committee level, meetings etc.
-Ability to delegate, motivate and use initiative.
Platinum Recruitment NI Ltd is an equal opportunities employer and a Corporate Member of the Recruitment and Employment Confederation (REC). Platinum Recruitment NI Ltd adheres to all current employment legislation.
Please note only those candidates shortlisted may be contacted.