Job description
Staffline Derry are hring on behalf of the Western Trust ....
JOB TITLE & BAND/GRADE: Personal Secretary - Band 3
Qualifications -
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
Working experience in the use of Microsoft Office including Outlook, Power-point, Excel and Word is also essential.
Skills -
Knowledge of Policies and Procedures
Knowledge of Patient Information Systems and
Data Collection
Maintenance of electronic diary
Arranging meetings and taking minutes
Competences -
Evidence of ability to work on own initiative
Evidence of ability to work as part of a team
Evidence of ability to plan effectively and good organisational skills with an ability to prioritise own workload.
Ability to organise complex material and prepare a variety of documents including minutes, letters, reports and presentations
Good oral and written communication skills
Evidence of ability to maintain and respect confidentiality
Evidence of using Microsoft Office packages including Word, Excel, Outlook and Powerpoint
MAIN DUTIES & RESPONSIBILITIES
Provide a full secretarial support service to the team and other professionals.
Maintain diaries; arrange diary dates, venues and hospitality, if appropriate
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 and ensure relevant files are available for meetings.
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.
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.
Management of stationary stock levels throughout the department using stock catalogue and non-stock requisitions so levels of stock are adequately maintained.
Contribute to the collation of statistical information on a daily basis and updating and maintaining databases relevant to post.
Any other duties commensurate with the grade which may arise from time to time.
General Management Responsibilities
The post holder will promote and support effective team working, fostering a culture of openness and transparency. The post holder will ensure that they take all concerns raised with them seriously and act in accordance with 'Your right to raise a concern (Whistleblowing)' policy and their professional code of conduct, where applicable.
General Requirements
The post holder will be required to:
1. Ensure the Trust's policy on equality of opportunity is promoted through his/her own actions and those of any staff for whom he/she has responsibility.
2. Co-operate fully with the implementation of the Trust's Health and Safety arrangements, reporting any accidents/incidents/equipment defects to his/her manager, and maintaining a clean, uncluttered and safe environment for patients/clients, members of the public and staff.
3. Adhere at all times to all Trust policies/codes of conduct, including for example:Smoke Free policyIT Security Policy and Code of Conductstandards of attendance, appearance and behaviour
4. Contribute to ensuring the highest standards of environmental cleanliness within your designated area of work.
5. Co-operate fully with regard to Trust policies and procedures relating to infection prevention and control.
6. All employees of the WHSCT are legally responsible for all records held, created or used as part of their business within the WHSCT including patients/clients, corporate and administrative records whether paper-based or electronic and also including emails. All such records are public records and are accessible to the general public,
with limited exceptions, under the Freedom of Information act 2000 the Environmental Information Regulations 2004, the General Data Protection Regulations (GDPR) and the Data Protection Act 2018. Employees are required to be conversant with the WHSCT policy and procedures on records management and to seek advice if in doubt.
7. Take responsibility for his/her own ongoing learning and development, in order to maximise his/her potential and continue to meet the demands of the post.
8. Represent the Trust's commitment to providing the highest possible standard of service to patients/clients and members of the public, by treating all those with whom he/she comes into contact in the course of work, in a pleasant, courteous and respectful manner.
9. The HSC Code of conduct sets out the standards of conduct expected of all staff in the Western Health & Social Care Trust and presents standards of conduct and behaviours required during and after employment with the Trust. Professional staff are expected to follow the code of conduct for their own professions as well as this code.
10. Staff members are expected to involve patients, clients, carers and the wider community were relevant, in developing, planning and delivering our services in a meaningful and effective way, as part of the Trust's ongoing commitment to Personal and Public Involvement (PPI).
11. Employees must at all times abide by Trust policies and procedures and the terms of their contract of employment. They must conduct themselves with impartiality, integrity, objectivity and honesty and maintain high standards of personal and professional accountability.
12. Employees are expected to demonstrate commitment to the Trust by ensuring regular attendance at work and efficient completion of duties.
13. Employees must ensure that they comply with any risk management responsibilities specific to their post, and as set out in the Trust's Risk Management Strategy.
14. The Trust is committed to the development and implementation of systems under Integrated Governance to ensure continuous improvement in the quality of services provided. Employees will be expected to co-operate and work with such systems.
15. All information concerning patients and staff must be held in the strictest confidence and may not be divulged to any unauthorized person.
16. Employees must ensure that equality and human rights issues are addressed within the post holder's area of responsibility in accordance with the Trust's Equality Scheme.
This Job Description will be subject to review in the light of changing circumstances and is not intended to be rigid and inflexible but should be regarded as providing guidelines within which the individual works. Other duties of a similar nature and appropriate to the grade may be assigned from time to time.
It is a standard condition that all Trust staff may be required to serve at any location within the Trust's area, as needs of the service demand.