Secretary Receptionist

Total Assist; Ballymena; On-site; GBP 20,000 - 25,000; Full time

Job summary

A healthcare support organization in Northern Ireland is seeking a skilled secretarial professional to provide comprehensive secretarial and administrative support to the CMHT Team Leader. The ideal candidate will have strong organizational skills, the ability to manage multiple tasks, and experience in maintaining confidentiality in a busy office environment. This role offers a chance to contribute to ensuring a high-quality service within the team.

Qualifications

• Proven experience in a secretarial or administrative role.
• Ability to handle confidential information sensitively.
• Excellent written and verbal communication skills.

Responsibilities

• Provide a full range of secretarial support to the CMHT Team Leader.
• Maintain office organization and smooth operations.
• Liaise with external agencies and handle communication.

Skills

Secretarial skills

Organisational skills

Communication

Confidentiality

Tools

Microsoft Office Suite

Job description

JOB SUMMARY

The post-holder will be responsible for providing a full range of secretarial support to CMHT Team Leader and assisting with the day to day management of the office to ensure a smooth running, high quality service.

KEY RESULT AREAS / MAIN RESPONSIBILITIES

• Provide secretarial services to a Team Leader including organising and maintaining diary/schedule to arrange appointments and meetings.
• Provide administrative/secretarial support within the department, e.g. audio-typing, photocopying, etc.
• Type reports, memos, letters, forms etc. to a high standard, as required from manuscript, audio and notes using a word processing system or through digital dictation.
• As a member of a secretarial/clerical team, the post-holder will be required to provide clerical support to other members of staff within the department.
• Prioritising and carrying out word-processing duties to a high standard.
• Arrange and provide administrative support at meetings including minute taking and issuing of relevant documentation (at base or other locations as required).
• Open, sort and distribute all mail to the department and prepare out-going mail as required.
• Take appropriate action in relation to mail, telephone and other enquiries ensuring effective messaging and 'bring forward' systems are in place and necessary follow up action is taken.
• Liaise with outside agencies and other disciplines, dealing with enquiries as appropriate.
• Input and retrieve appropriate information from computerised system.
• Manage email account which will include the sending and retrieval of emails.
• In agreement with Locality/Departmental Managers, receive and send e-mails on behalf of the Team Leader.
• Maintain and update appropriate records as required, e.g. client and operational filing, absence rates, salaries and mileage, accident reporting and notification of change.
• Routine filing and maintaining an efficient filing system.
• Telephone duties‑dealing with departmental queries which will include taking and passing on clear and concise messages and obtaining and passing on information accurately.
• Act as a reference point for all internal and external enquiries relating to the department and ensure necessary communication is maintained with the Director, Senior Managers and other professionals.
• Liaise with complainants on behalf of General Manager, including organisation and minuting of complaint meetings and collating complaint responses for General Manager
• Maintain petty cash within the team if required.
• Cash handling including petty cash and lodgements to the bank.
• Provide cover as required for other clerical staff during periods of absence or excess workload.
• Collecting and collating statistical information as required in line with targets and PFA's.
• Develop, maintain and update spreadsheets and databases using the Microsoft Office suite.
• Participate in training appropriate to the duties of the post.
• Maintaining staff relationships and morale.
• Participating as required in assessment and training of staff.
• Provide administrative cover as required during the absence of other staff or during periods of excess workload.
• Maintain confidentiality within and without the workplace at all times.
• Through his/her own actions ensure adherence to the Principles of Equality and Human Rights legislation.
• Use Trust and Departmental technology in line with the Trust's Information Management and Technology Strategy.
• Undertake any other duties as assigned by Team Leader to ensure the needs of the department are met