Job description
JOB DESCRIPTION
JOB TITLE & BAND/GRADE: Higher Clerical Officer - Band 3
DEPARTMENT: Adult Mental Health Services
REPORTS TO: Team Manager
RESPONSIBLE TO: Head of Service
MAIN DUTIES & RESPONSIBILITIES
1. Provide a full secretarial support service to the team and other professionals.
2. Maintain diaries; arrange diary dates, venues, travel arrangement and hospitality.
3. This also includes minute taking.
4. 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.
5. 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.
6. Facilitate communication within the department by liaising with relevant staff.
7. Dealing with telephone calls and enquiries and taking relevant action as appropriate.
8. Type letters, memorandums and minutes. 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.
9. Assist in the production of Power Point presentations required by department.
10. Provide administrative support in the production of policies and reports produced within the department.
11. Supervision of clerical staff if post requires so.
12. Management of stationary stock levels throughout the department using stock catalogue and non-stock requisitions so levels of stock are adequately maintained.
13. Update/search information on client database (Paris/Socare) as required.
14. Contribute to the collection and collation of statistical information on a regular basis
15. Operate a Petty Cash system as required and in line with Trust policy.
Experience/ Qualifications/ Registration :
A minimum of 5 GCSEs (Grade A-C) to include English Language and Maths or equivalent qualifications or higher standard of education AND 1 year administrative/ clerical experience
OR
NVQ Level II Business & Administration or equivalent and 1 year administrative/ clerical experience
OR
3 years administrative / clerical experience
In addition to one of the above
6 months experience using Microsoft Office including Outlook, Powerpoint, Excel and Word is also essential.
Skills / Abilities:
16. Maintenance of a diary, electronic and manual
17. Arranging meetings and taking minutes
18. Filing systems
19. Computer Systems
20. Competences
21. Evidence of ability to work on own initiative
22. Evidence of ability to work as part of a team
23. Evidence of flexibility and effective time management
24. Evidence of ability to plan effectively to meet deadlines
25. Ability to organise complex material and prepare a variety of documents including minutes, letters, reports and presentations
26. Good oral and written communication skills
27. Evidence of ability to maintain and respect confidentiality
28. Evidence of using Microsoft Office packages including Word, Excel, Outlook and Powerpoint
29. Experience of using Paris
*This is a part time role days per week*