Minute Taker​/Personal Secretary; Band 4

Location: Various locations across Family & Child Care
Hours: Full-time and Part-time opportunities available About the Role:

MPA Recruitment are currently seeking Band 4 Minute Takers / Personal Secretaries on behalf of our client, the Belfast Health and Social Care Trust.

The successful candidates will provide high-quality, confidential secretarial and administrative support to designated Professional Social Work staff within the Family and Child Care Programme.

This is a varied and responsible role involving minute taking, diary management, meeting coordination, correspondence, document preparation, records management and communication with internal and external stakeholders.

The role would suit an experienced administrator or personal secretary who is highly organised, confident working with confidential information and able to manage competing priorities and demanding deadlines.

Secretarial & Administrative Support

• Provide comprehensive secretarial and administrative support to designated Professional Social Work staff.
• Manage electronic and manual diaries, including scheduling appointments and meetings.
• Draft, format and type correspondence, letters, reports, memos and confidential documents.
• Maintain accurate and secure electronic and paper filing systems.
• Prepare papers, reports, briefings and other documentation as required.
• Produce PowerPoint presentations when required.
• Manage incoming and outgoing correspondence and information.
• Provide administrative support to the wider team as required.

Minute Taking & Meetings

• Act as Minute Taker for Child Protection Case Conferences.
• Arrange and coordinate meetings, including issuing invitations and liaising with Social Workers, Chairpersons and other relevant attendees.
• Collate relevant information and prepare meeting agendas and documentation.
• Attend meetings and produce accurate and comprehensive minutes.
• Transcribe, process and circulate minutes within agreed timescales.
• Liaise with panel members and relevant stakeholders regarding meeting documentation and actions.
• Use appropriate systems to check Child Protection Case Conference information and update outcomes.
• Arrange meeting venues, programmes, agendas and catering where required.
• Support the organisation of team development days, conferences, training and other events.

Communication & Customer Service

• Receive and make telephone calls, dealing with enquiries in a professional and timely manner.
• Act as a key point of contact on behalf of Professional Social Work staff.
• Liaise effectively with internal departments, external agencies and other professionals.
• Exercise judgement when dealing with queries and ensure appropriate follow-up action is taken.
• Circulate information and monitor responses to ensure agreed deadlines are met.
  
  Develop and maintain effective working relationships with a wide range of stakeholders.
• Provide a courteous, professional and responsive service at all times.

IT & Information Management

• Make effective use of available IT systems to produce work to a consistently high standard.
• Use Microsoft Word, Excel, Access and Outlook effectively.
• Undertake data entry and maintain client records using relevant systems, including Soscare/PARIS.
• Maintain accurate and secure electronic records and information systems.
• Utilise technology during meetings, including laptops and other relevant equipment.
• Ensure information is managed securely and confidentially in accordance with relevant procedures.
• Identify opportunities to improve administrative processes and make effective use of new technology.

Team & Service Support

• Work closely with the Assistant Administrative Services Manager and wider administrative team.
• Provide cover for colleagues during periods of annual or sick leave.
• Contribut…