Team Secretary

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**Title: Band 3 Team Secretary**

**Location: Ballyclare**

**Duration: Temporary, 6 months initially with possible extensions. Full time, 37.5 hours per week. Mon-Fri 9am-5pm.**

**Salary: £11.67 per hour.**

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On behalf of our client, we are seeking a Band 3 Team Secretary who will provide a secretarial service to the Community Team. The post holder will provide secretarial services to a Senior member of staff / professional team, including organising and maintaining diary/schedule to arrange appointments and meetings. You will also 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.

**Core Responsibilities include**:

- 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.
- Liaise with outside agencies and other disciplines, dealing with enquiries as appropriate.
- Input and retrieve appropriate information from computerised system.
- Maintain and update manual records as required, e.g. client and operational filing, absence rates, 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 petty cash within the team if required
- Cash handling including petty cash and lodgements to the bank
- 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 PFAs.
- 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
- Participating as required in assessment and training of staff
- Provide administrative cover as required during the absence of other staff or during periods of excess workload.

**Essential criteria**:
(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**
- Years paid experience using the Microsoft Office suite of packages.

**Other requirements**:

- Effective communication / interpersonal skills working across a range of sectors
- Ability to work as part of team and to relate to senior members of staff, a wide range of partners and the community.
- Ability to work on own initiative
- Ability to work under pressure and to meet deadlines
- Ability to take minutes of meetings
- Computer literate
- Knowledge of job and role of Programme Support Officer
- Knowledge of the Microsoft Office suite of computer programmes
- Knowledge of the range of computerised systems necessary to the post
- Knowledge of data input, retrieval and collation
- Broad awareness of Health and Social Care organisations, Community and Voluntary sector and the farming sector.
- Understanding of patient confidentiality and data protection

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.