Band 3 Admin

2 weeks ago

Ballymena, United Kingdom Platinum Recruitment NI Ltd Full time

Job Title : Band 3 Admin & Clerical
Location: Ballymena
Duration : 12 weeks
Rate : 11.11 p/h
Hours : 37.5 hpw

JOB SUMMARY:
The person appointed 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.

KEY RESULT AREAS / MAIN RESPONSIBILITIES
- 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.
- 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.
- 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 company and Departmental technology in line with the company 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 ICT 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 ICT packages.

AND

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

Platinum Recruitment NI Ltd is an equal opportunities employer and a Corporate Member of the Recruitment and Employment Confederation (REC) and abide by the REC Code of Professional Practice. Platinum Recruitment NI Ltd adheres to all current employment legislation.

**Salary**: £11.11 per hour

Schedule:

- Monday to Friday

**Education**:

- GCSE or equivalent (preferred)

**Experience**:

- Administrative: 1 year (required)
- Clerical / secretarial: 1 year (required)

Work Location: In person

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