Personal Secretary (Band 3)

Apple Recruitment are recruiting for a two Personal Secretary (Band 3) on behalf of our client to work on a temporary basis based in Cookstown and Magherafelt areas. Main duties and responsibilities: * Provide secretarial services to a Team Leader including organising and maintaining diary/schedule to arrange appointments and meetings. * Provide administrative/secretarial support within the department, e.g. audio-typing, photocopying, etc. * Type reports, memos, letters, forms etc. to a high standard, as required from manuscript, audio and notes using a word processing system or through digital dictation. * In addition as a member of a secretarial/clerical team, the post-holder will be required to provide clerical support to other members of staff within the department. * Prioritising and carrying out word-processing duties to a high standard. * Arrange and provide administrative support at meetings including minute taking and issuing of relevant documentation (at base or other locations as required). * Open, sort and distribute all mail to the department and prepare out-going mail as required. * Take appropriate action in relation to mail, telephone and other enquiries ensuring effective messaging and ‘bring forward’ systems are in place and necessary follow up action is taken. * Liaise with outside agencies and other disciplines, dealing with enquiries as appropriate. * Input and retrieve appropriate information from computerised system. * Manage email account which will include the sending and retrieval of emails. * In agreement with Locality/Departmental Managers, receive and send e-mails on behalf of the Team Leader. * Maintain and update appropriate records as required, e.g. client and operational filing, absence rates, salaries and mileage, accident reporting and notification of change. * Routine filing and maintaining an efficient filing system. * Telephone duties-dealing with departmental queries which will include taking and passing on clear and concise messages and obtaining and passing on information accurately. * Act as a reference point for all internal and external enquiries relating to the department and ensure necessary communication is maintained with the Director, Senior Managers and other professionals. If you wish to apply or would like more information, please email your CV in Microsoft word format to Daniel Finlay by clicking on the link below on Friday 11th October 2024. You must also include a bullet pointed synopsis at the top of your CV demonstrating how exactly you meet the Essential Criteria below: 1a.) 4 GCSEs (Grades A*-C) to include English or equivalent AND 1 year’s paid clerical experience in an office environment to include the use of the Microsoft Office suite of packages AND 1 year’s minute taking (for some posts only) OR 1b.) English GCSE (Grade A*-C) or equivalent AND 2 years’ paid clerical experience in an office environment to include the use of the Microsoft Office suite of packages AND 1 year’s minute taking (for some posts only) *Paid clerical experience must include the following areas- • using the Microsoft Office suite of packages • electronic & manual diary management • organising & servicing meetings • collation & presentation of data using MS Excel • data input • data extract 2a.) RSA/OCR Stage II Typing/Word Processing (both parts) or equivalent. OR 2b.) 1 years’ experience in the use of ICT. This should include the use of word-processing, spreadsheets and e-mail. 3.) Essential skills: * Effective communication skills * Ability to work as part of team and to relate to senior members of staff * Ability to work on own initiative * Ability to work under pressure and to meet deadlines * Computer literate 4.) Essential knowledge: * Knowledge of Health and Social Services including current trends * Knowledge of the role of a Personal Secretary * Knowledge of Records Management * Knowledge of the Microsoft Office suite of computer programmes * Understanding of patient confidentiality and rights * Understanding of data input and required retrieval and outcomes Further Details: * Hourly Rate: £11.67 * Hours: 37.5 hours, Mon-Fri 9am-5pm * Duration: Up to 3 months with possibility of extension If you wish to apply or would like more information, please email your CV in Microsoft word format to Daniel Finlay by clicking on the link below on Friday 11th October 2024. Applicants must ensure their CV is accurate and up to date. The CV should include your full employment history inclusive of dates, all academic achievements and full personal contact details. Please note only applicants that match this criteria can be considered for the role. Apple Recruitment Services is acting as an Employment Agency in relation to this vacancy. Apple Recruitment Services is an Equal Opportunities Employer