Personal / Team Secretary – Band 3
£12.31 per hour
Location: Newtownabbey
37.5 hours per week, Monday to Friday
About the Role
We are seeking a reliable and highly organised Personal / Team Secretary (Band 3) to provide comprehensive secretarial and administrative support to a Community Mental Health Team (CMHT) Team Leader. The post‑holder will play a key role in supporting the day‑to‑day management of the office, ensuring the smooth delivery of a high‑quality administrative service.
This is a varied role requiring strong organisational skills, attention to detail, discretion, and the ability to manage competing priorities in a busy healthcare environment
Key Responsibilities
1. Provide full secretarial support to the Team Leader, including diary and meeting management
2. Type reports, correspondence, letters, forms, and minutes to a high standard using digital dictation or handwritten notes
3. Arrange and support meetings, including minute taking and distribution of documentation
4. Manage incoming and outgoing mail, telephone calls, emails, and enquiries
5. Act as a key point of contact for internal and external enquiries
6. Maintain accurate records, filing systems, and electronic databases
7. Manage shared email accounts and send correspondence on behalf of senior staff where agreed
8. Input, retrieve, and maintain data on computerised systems
9. Liaise with external agencies and multidisciplinary teams appropriately
10. Support complaint processes, including organising and minuting meetings and collating responses
11. Maintain petty cash and carry out cash‑handling duties where required
12. Collect, collate, and report statistical information as required
13. Develop and maintain spreadsheets and databases using Microsoft Office
14. Provide cover for clerical colleagues during periods of absence or high workload
15. Maintain strict confidentiality at all times
16. Participate in training and support effective team working
Essential Criteria
Applicants must meet one of the following:
Option 1
17. 4 GCSEs (Grades A*-C), including English (or equivalent)
18. 1 year’s paid clerical experience in an office environment, including use of Microsoft Office
19. 1 year’s minute‑taking experience (for applicable posts)
OR
Option 2
20. English GCSE (Grade A*-C) or equivalent
21. 2 years’ paid clerical experience in an office environment, including use of Microsoft Office
22. 1 year’s minute‑taking experience (for applicable posts)
Work‑based examples must be clearly demonstrated on the application form.
RecCoLisburn