Personal Assistant

Location:

Ulster Hospital

Hours:

Full-Time (Mon to Fri 37.5 hours)

About the Role:

On behalf of our client, MPA Recruitment is seeking to appoint a Personal Assistant (Band
3) to support services within the Belfast Trust. This is an excellent opportunity for an experienced administrator or secretary to provide high-level administrative and secretarial support to the Assistant Director and administrative support to the ED Management team. The successful candidate will be highly organised, customer-focused, and able to manage a variety of administrative tasks within a fast-paced environment.

• Provide comprehensive secretarial and administrative support to the Assistant Director and Senior Nursing Team.
• Prepare correspondence, reports and other documentation, including audio and copy typing.
• Manage incoming and outgoing mail, emails and departmental correspondence.
• Support meetings by preparing documentation, taking minutes and following up on actions.
• Produce statistical information and maintain accurate records and filing systems.

• Manage diaries, coordinate appointments and arrange meetings.
• Prepare meeting documentation, take minutes and distribute actions as required.
• Support the coordination of departmental activities and schedules.

• Act as the first point of contact for telephone calls, emails and general enquiries.
• Respond to requests for information professionally and efficiently.
• Build positive working relationships with colleagues, patients and external stakeholders while maintaining confidentiality.

• Maintain office filing systems and administrative records.
• Provide photocopying, scanning and general office support as required.
• Prioritise workload effectively and contribute to the smooth day-to-day running of the department.

Essential Criteria:

Applicants must demonstrate one of the following:

• 4 GCSEs at Grades A-C (or equivalent), including English Language 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
• RSA/OCR Stage 2 Text Processing Part 1 and Part 2 (or equivalent/above qualification)

OR

• 1 year’s word processing experience, to include typing and formatting of reports and letters.

• In addition, applicants must demonstrate:
• Experience using Microsoft Word, Excel, Outlook, or equivalent software packages
• Audio typing Qualification or 6 months audio working experience
• Strong organisational skills with the ability to prioritise workload effectively
• Excellent communication and interpersonal skills
• Ability to work independently and as part of a team
• High levels of accuracy and attention to detail
• Ability to work in a busy and changing environment
• Experience maintaining filing systems, records, and office administration processes

Desirable Criteria:

• Experience of using a computerised database.
• Experience in the effective use of office admin systems such as diary management and filing systems.

• An Access NI Check may be required for this role.

• Weekly pay
• Holiday pay
• Pension contribution
• 24/7 support from our dedicated recruitment consultants
• Access to a wide range of public sector opportunities
• Ongoing role availability — if one placement ends, we aim to secure another.

• Gain valuable experience within the Health & Social Care sector
• Develop your administrative and customer service skills in a professional healthcare environment
• Work as part of a supportive and dedicated team
• Opportunities for ongoing assignments and career progression
• Make a meaningful contribution to the delivery of patient services

MPA Recruitment is an equal opportunities employer.