Personal Secretary Band 3 Part Time
4 days ago
: PERSONAL SECRETARY/NOTE TAKER
BAND 3 - PART TIME
MONDAY TO FRIDAY 9.00 - 12.45 AM
LOCATION: FOSTERING SERVICE, SHANKILL WBT CENTRE
GRADE: 3
REPORTS TO: ASSISTANT ADMINISTRATIVE SECTOR MANAGER
RESPONSIBLE TO: ADMINISTRATIVE SERVICES MANAGER
JOB SUMMARY / MAIN PURPOSE:
To provide an efficient administrative and support service to social work staff within Family and Childcare.
Main Responsibilities/Duties:
The post holder will be responsible for all matters pertaining to administration to include:
INFORMATION TECHNOLOGY
- Make full use of the IT systems available to produce work of a consistently high standard.
- Be proficient with the use of excel, access, power point and work packages.
CUSTOMER SERVICE
- Receive and make telephone calls, deal with enquiries and co-ordinate information in an efficient, courteous and friendly manner.
- Ensure quality standards are adhered to in all aspects of employment.
ADMINISTRATION
- Arrangement and servicing of Fostering Panels, Finance Meetings, Strategy Discussions, etc including notetaking using laptop, liaison with Chairperson and arranging agenda with Panel Members, invitations and ensuring Panel documentation is distributed to Panel members within designated timescale.
- Transcription and circulation of all notes within designated timescale.
- Processing Panel outcomes, including approval/deregistrations notifications, assistance with the arranging of Fostering Network membership.
- Assistance with the payment of Panel members.
- Arrange internal and external events, booking venues, catering and attendees.
- Typing of C15’s, correspondence, minutes, letters, memos and confidential reports, Powerpoint presentations, spreadsheets, etc.
- Deal with internal and external mail in a timely and efficient manner.
- Collation and timely distribution of all statistical information to meet fortnightly, monthly, quarterly and annual deadlines, ensuring integrity of all information provided.
- Use scanners, photocopiers, shredders etc and ensure faults are reported when necessary.
- Cover for other admin colleagues to cope with workload variation.
- Any other duties.
**Job Types**: Part-time, Temporary contract
Contract length: 1 month
Part-time hours: 20 per week
**Salary**: £11.11 per hour
**Benefits**:
- Casual dress
- Company events
- Free parking
- On-site parking
Schedule:
- 8 hour shift
- Day shift
- Holidays
- Monday to Friday
- No weekends
Ability to commute/relocate:
- Belfast: reliably commute or plan to relocate before starting work (required)
Work Location: One location
Reference ID: 04740
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