Job Title: Senior Secretary / Personal Assistant

Location: Belfast

Parking Info: Not specified.

Job Type: Temporary

Duration of booking: Expected to be for 3-6 months (possible extension)

Proposed start date: ASAP

Sector: Healthcare

Working environment: Office

Band: 6

Pay Rates:

£12.86 to £13.40 per hour paye per hour

£13.50 to £14.57 per hour paye inclusive of holiday

£15.00 to £16.58 per hour umbrella per hour

Working Days and Hours: Monday to Friday 9am to 5pm (37.5 hours per week)

Remote working option Info: Not an option (onsite 5 days per week)

Travelling for work purposes: The postholder will be expected to regularly travel between NIAS facilities in the conduct of their duties.

**Please note you must hold a current full driving licence which is valid for use in the UK and have access to a car on appointment**

Summary

The post-holder will be responsible for providing a full range of administrative and secretarial support functions to Director and Operational Lead Paramedic Level as required.

Responsibilities

To provide daily administrative and secretarial support functions, including drafting and typing letters, audio typing, data inputting and processing, email management, records management etc.

To organise and maintain diaries as required and to ensure the Operational Lead is well prepared for meetings with relevant supporting agenda and paperwork.

To utilise all Microsoft Office applications in order to produce high quality documents, presentations and reports as required, including data input using Microsoft access database.

To check and file HEMS doctor and paramedic monthly pay and hours To deal with incoming emails, faxes and post and ensure effective and timely management of same, ensuring that action is taken and issues prioritised.

To manage telephone calls, enquiries and requests from internal and external stakeholders as required, ensuring that action is taken and issues prioritised.

To ensure that all information is produced in line with current legislation requirements and policies/procedures within the Trust, in a timely, accurate and confidential manner.

To provide administrative services for specific committees, meetings and projects including organising of meetings, issuing of agendas, supporting documentation and initiating follow-up actions as required.

Minute/note taking responsibilities as directed.

To work closely with Air Ambulance Northern Ireland charity staff. 

To devise and maintain office administration systems to deal efficiently with paper flow; organising and storing paperwork, documents and computer based information e.g. monitoring/brought forward systems, management information systems, filing systems etc. and the implementation of improvements and additions required, in accordance with Trust Policies and Procedures.

To monitor and request orders relating to office stationery to ensure adequate supplies are maintained. To arrange travel and accommodation requirements and provide administrative support to Workshops/events, as required.

To ensure verification of invoices e.g. travel arrangements, course attendance, and accommodation and hospitality purposes.

To welcome visitors, corporate guests and arrange/provide hospitality as required.

Essential Criteria

5 GCSEs at grade C or above, including English/English Language and Math, or equivalent educational qualifications AND a minimum of 2 years’ experience in an administrative or secretarial position to include experience of Microsoft Office Professional Suite or equivalent e.g. Word processing, creating spreadsheets, email management, creating databases, PowerPoint presentations.

OR

Three years’ experience in an administrative or secretarial position to include experience of Microsoft Office Professional Suite or equivalent e.g. Word processing, creating spreadsheets, email management, creating databases, PowerPoint presentations.

Knowledge and Skills & Experience

Word/Text Processing Level 2 – OCR/RSA (or equivalent).

Ability to minute/note take at Committee level, meetings etc.

Ability to delegate, motivate and use initiative.

Questions

• Do you have previous experience working as a Senior Secretary / Personal Assistant with NHS or Healthcare?
• Do you have working, up ability to minute/note take at Committee level, meetings etc?
• Do you have experience with Microsoft Office Professional Suite or equivalent?
• Are you skilled with Word/Text Processing Level 2 – OCR/RSA (or equivalent) ?
• Do you meet the criteria above and available to start immediately?