Job description

Staffline are currently recruiting for a temporary Personal Assistant to work with one of our Public Sector clients on the outskirts of Belfast. The successful candidate will have strong admin skills including diary management, arranging meetings & workshops, minute taking skills, acting as first point of contact re. enquiries, complaint handling etc. A drivers licence is essential for this role due to movement of work locations in the area.

The Role

The post holder will be required to provide an efficient and effective administrative support service to the Assistant Service Manager to include word processing and diary management as required. In some roles this may also include the accurate transcription of communications from audio tape. The post holder may also be the first point of contact for members of the public making enquiries both in person and by telephone.

Main Responsibilities

1. Undertake a range of admin support duties including, making appointments, maintaining diaries, receiving, processing and distributing incoming mail, personally dealing with routine items, provision of typing and admin support to the Service Manager
2. Co-ordinate and process a range of correspondence in accordance with agreed procedures within area of responsibility
3. Deal with incoming/outgoing mail and ensure that mail is distributed and redirected appropriately to relevant staff and in a timely manner
4. Arrange and attend meetings, taking minutes, typing and distribution of same
5. Ensure that all systems used both manually and electronically are maintained in an accurate and timely way and in accordance with local policies and procedures
6. Assist in the production/collation of statistics, as required
7. Participate in quality assurance exercises
8. Participate in the development of local policies and procedures, as appropriate
9. Participate in cash handling duties as and when required
10. Maintain adequate supplies of stock and stationary, as required
11. Ensure that work for which responsible if processed in a timely manner in accordance with agreed performance standards
12. Establish, maintain and develop close working relationships with Assistant Service Managers and staff at all levels throughout the BHSCT and interact effectively with members of the public as required
13. Maintain standards of confidentiality regarding all information held in respect of service users and professional staff
14. Prioritise workload in accordance with expected outcomes
15. Provide cover for staff during periods of sick/annual leave, as required
16. Such other duties as appropriate

Training & Qualifications

4 GCSE's at grade C or above to include English Language or equivalent qualification and two year's administrative experience
Or
Hold an NVQ Level 2 in Administration
Or
A minimum of one year's personal secretary/administrative experience

Experience

Experience in the use of Microsoft office products

Experience of minute taking

Effective communication skills

Experience working in a team to provide effective admin support

Knowledge & Skills

Ability to work as part of a team

Ability to use own initiative

Good organisational skills with an ability to prioritise own workload

Flexibility to work in a changing environment

Due to the volume of applicants we cannot respond to all applications. Contact Kim Martin for more details.