Job description
My client a leading public sector organisation based in Ards are currently seeking to recruit a Full-Time Directorate Secretary.
Hours: Monday to Friday can be either 8am-4pm or 9am-5pm
Pay: £ per hour
KEY DUTIES / RESPONSIBILITIES
The post holder will be required to carry out a range of duties, which may
include all or some of the following:-
1. Word processing/typing letters/producing reports
2. Sorting and responding to mail as appropriate
3. Dealing with general enquires
4. Maintaining online diaries for you, Assistant Director and Clinical Manager
5. Managing e-mail accounts for you, Assistant Director and Clinical Manager
6. Arranging meetings - collate documents, sending out agendas
7. Minute Taking, typing up minutes and circulating as appropriate
8. Sorting and processing information
9. Preparation of statistical information
10. Dealing with requests for information
11. Making appointments
12. Filing
13. Dealing with telephone calls
14. Printing/photocopying
15. Checking of nursing pins and updating health roster
GENERAL REQUIREMENTS
The post holder will be required to:
16. Ensure the Organisation's policy on equality of opportunity is promoted through his/her own actions and those of any staff for whom he/she has responsibility.
17. Co-operate fully with the implementation of The Organisation'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.
18. 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
19. Contribute to ensuring the highest standards of environmental cleanliness within your designated area of work.
20. Co-operate fully with regard to Trust policies and procedures relating to infection prevention and control.
21. Take responsibility to minimise the Trust's environmental impact wherever possible. This will include recycling, switching off lights, computers, monitors and equipment when not in use. Helping to reduce paper waste by minimising printing/copying and reducing water usage, reporting faults and heating/cooling concerns promptly and minimising travel.
22. All employees of the Organisation are legally responsible for all records held, created or used as part of their business within the South Eastern H&SC Trust 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 South Eastern H&SC Trust policy and procedures on records management and to seek advice if in doubt.
23. 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.
24. Represent The Organisation'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.
Essential Criteria
25. 4 GCSE's Grades A-C to include English Language (or equivalent qualification) plus 1 year's Secretarial/admin/clerical experience
OR
NVQ Level 2 in Administration (or equivalent qualification) plus 1 year's secretarial/admin/clerical experience
OR
2 year's secretarial/admin/clerical experience.
26. RSA/OCR Stage II Text Processing Part 1 and Part II (or equivalent/above qualification)
OR
1 year's word processing experience, to include typing and formatting of reports and letters.
27. Experience in using Microsoft packages to include WORD, EXCEL, and OUTLOOK
28. For posts involving audio-typing
Audio Typing qualification for 6 months audio working experience or a willingness to be trained in Audio typing within the first 6 months.