Team Secretary

Job Title: Band 3 Team Secretary

Location: Ballymoney

Duration: Temporary position, 4 weeks initially with possibility of extension

Hours: Part Time. Mon-Fri, 30 hours per week.

Salary: £11.67 per hour.

On behalf of our client, we are seeking a Band 3 Team Secretary who will act as a Team/Personal Secretary and will be responsible for providing secretarial support to senior members of staff, as well as assisting in the support of their professional team and assisting with the day to day management of the office to ensure a smooth running, high quality service.

Duties include:

* Provide secretarial services to senior members of staff and the professional team, including organising/servicing meetings, maintaining diary/schedulers to arrange appointments and meetings.

* Type reports, memos, letters, forms etc., 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.

* 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 as well as appropriate reception duties.

* Liaise with outside agencies and other disciplines, dealing with enquiries as appropriate.

* Communication by telephone, written correspondence and possible face to face contact with clients, families or other members of the public in relation to referrals, equipment and service provision (i.e. waiting list).

* Input and retrieve appropriate information from computerised system, e.g. Paris, Epex, Lcid etc.

* Manage email account’s which will include the sending and retrieval of emails.

* Maintain and update manual records as required e.g. client and operational filing, photo-coping, absence rates, accident/incident reporting, HR forms, 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 and order adequate supplies of stock/non-stock items through the e-procurement system as required approved by the Consultant Clinical Psychologist.

* Provide cover as required for other clerical staff during periods of absence or excess workload.

* Collecting and collating statistical information as required.

* Develop, maintain and update spread-sheets and databases using the Microsoft Office suite.

* Participate in training appropriate to the duties of the post maintaining staff relationships and morale.

* In agreement with the Consultant Clinical Psychologist, receive and send emails on behalf of the Consultant Clinical Psychologist if appropriate.

* Participate as required in assessment and training of staff.

* 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 Policy.

* Undertake any other duties as assigned by the Consultant Clinical Psychologist /Senior Admin Manager to ensure the needs of the department are met.

Essential criteria:

* *(a) 4 GCSEs English and Mathematics (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) GCSE English and Mathematics (Grade A*-C) AND 2 years’ clerical/secretarial experience in an office environment to include the use of the Microsoft Office suite of packages.

* One years’ experience in the use of ICT. This should include the use of word-processing, spreadsheets and email.

AND

* At least ONE years’ experience of servicing meetings/committees.

* Hold a current full driving licence valid in the UK and have access to a car on appointment.

Other essential criteria:

Effective communication skills i.e. interpersonal, verbal and written.

Ability to work as part of a team and to relate to senior members of staff.

Ability to work on own initiative.

Ability to work under pressure and to prioritise and meet deadlines.

Ability to arrange and service meetings.

Excellent ICT skills

Understand the importance of confidentiality/good records management.

If you would like to be considered for this role or find out more, please email me your CV now by clicking on the link and I will be in touch. All details are treated in the strictest confidence.

If this role isn't quite right for you but you would like to look for a new opportunity, please get in contact with us.

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.

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