Personal Secretary; Band 3

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

MPA Recruitment are currently seeking Band 3 Personal Secretaries on behalf of our client, the Belfast Health and Social Care Trust.

This is an excellent opportunity for an experienced administrator or secretary to provide effective, efficient and confidential secretarial and administrative support to Professional Social Work staff within the Family & Child Care Programme.

The role is varied and will involve diary management, minute taking, correspondence, document preparation, meeting coordination, records management and communication with internal and external stakeholders.

You will be working in a busy professional environment where excellent organisation, communication skills and attention to detail are essential.

Secretarial & Administrative Support

• Provide comprehensive secretarial and administrative support to designated Professional Social Work staff.
• Manage electronic and manual diaries, including arranging appointments and meetings.
• Draft, type and format correspondence, letters, reports, minutes, memos and confidential documents.
• Maintain accurate and secure electronic and manual filing systems.
• Prepare papers, reports, briefings and other documentation as required.
• Provide general administrative and secretarial support to the wider team.
• Compile PowerPoint presentations when required.
• Maintain accurate records and ensure information is securely managed.

Minute Taking & Meeting Support

• Provide minute-taking and note-taking support for meetings and panels.
• Arrange meetings, issue invitations and liaise with Social Workers, Chairpersons and other attendees.
• Collate information and prepare agendas and relevant meeting documentation.
• Take accurate notes and minutes during meetings.
• Transcribe, process and circulate minutes within agreed timescales.
• Liaise with panel members and relevant stakeholders regarding meeting information and actions.
• Arrange 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, courteous and timely manner.
• Act as a key point of contact on behalf of Professional Social Work staff.
• Liaise with internal departments, external agencies and other professional stakeholders.
• Circulate information and monitor responses to ensure deadlines are met.
• Use judgement when dealing with queries and ensure appropriate follow-up action is taken.
• Develop and maintain effective working relationships with a wide range of stakeholders.

IT & Information Management

• Use IT systems effectively to produce work to a consistently high standard.
• Demonstrate proficiency in Microsoft Word, Excel and Access.
• Undertake data entry using relevant client record systems, including Soscare/PARIS.
• Maintain accurate electronic and paper-based records.
• Use technology effectively during meetings.
• Ensure information is managed securely and confidentially.
• Identify opportunities to improve administrative processes and make effective use of technology.

Team & Service Support

• Work effectively as part of the Personal Secretary/Minute Taker team.
• Provide cover for colleagues during periods of annual or sick leave.
• Attend and participate in relevant team and service meetings.
• Contribute to continuous improvement of administrative processes and systems.
• Support the implementation of administrative policies and procedures.
• Participate in mandatory training and relevant professional development.
• Assist with the induction and training of administrative staff where required.

Essential…