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Personal Secretary - Band 3

Western Health and Social Care Trust

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Personal Secretary - Band 3

Western Health and Social Care Trust

048619

Administration

We are currently seeking to recruit for a Permanent, Part time position (15hpw) 

General responsibilities

  • Provide a full secretarial support service to the team and other professionals.
  • Maintain diaries; arrange diary dates, venues, travel arrangement and hospitality. This also includes minute taking, audio typing and shorthand/note taking.
  • Organise the office and carry out routine secretarial duties which include the development and maintenance of an efficient filing system, brought forward system, mail distribution, photo copying, binding and ensure relevant files are available for meetings.
  • Responsible for recording and maintaining reports relevant to the department e.g. salaries & wages, annual leave, sick leave, maternity leave, carers leave and special leave.
  • Contribute to the collection and collation of statistical information on a regular basis.
  • Update/search information on client database (Paris/Socare) as required.
  • Open and record incoming mail and direct correspondence for the Team or otherwise deal with routine items. This will include the writing and drafting of routine letters for signature.
  • Establish effective communication processed between members of the team by liaising with relevant staff.
  • Dealing with telephone calls and enquiries and taking relevant action as appropriate.
  • Type letters, memorandums and minutes as required and ensure relevant files are available for meetings. A high level of word processing skills will be required and the post holder will also be required to develop skills on Microsoft Office software and other computer packages as and when required.
  • Assist in the production of Power Point presentations required by department.
  • Provide administrative support in the production of policies and reports produced within the department.
  • Supervision of clerical staff if post requires so. 
  • Management of stationary stock levels throughout the department using stock catalogue and non-stock requisitions so levels of stock are adequately maintained.
  • Operate a Petty Cash system as required and in line with Trust policy

 

Please see the full job description in the Additional Information section below

Permanent

Part Time

3

£24,071 - £25,674 per annum pro rata

Creamery House, Kesh, Fermanagh

Northern Ireland


The Trust is an equal opportunities employer
Personal Secretary - Band 3

Western Health and Social Care Trust


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