WESTERN HEALTH & SOCIAL CARE TRUST ALL DEPARTMENTS PERSONAL SECRETARY - BAND 3 (WAITING LIST)

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1 WESTERN HEALTH & SOCIAL CARE TRUST ALL DEPARTMENTS PERSONAL SECRETARY - BAND 3 (WAITING LIST) Salary: 16,271-19,268 per annum pro-rata The Western Health and Social Care Trust wish to establish a waiting list for any permanent, temporary, full-time or part-time vacancies which may arise over the next 12 months throughout the Western Trust area. Essential criteria: Higher Diploma in Administrative Procedures (to include secretarial component/ qualifications) or equivalent OCR Stage 2 Text Processing (Part 1) & Stage 2 Word processing/typing (Part 2) or equivalent qualifications AND one of the following: 5 GCSEs (Grade A-C) to include English Language or equivalent qualifications or higher standard of education and 1 year administrative/ clerical experience NVQ Level II Business & Administration or equivalent and 1 year administrative/ clerical experience 2 years administrative/ clerical experience Desirable criteria: Audio Stage II Experience of Minute Taking (maximum 1 year) Applicants must clearly demonstrate on their application form how they meet the above criteria. REF NO: CLOSING DATE: Friday, 19 June 2015 at 3.30pm Applicants relying on qualifications regarded as equivalent are responsible for providing evidence as to how their qualifications meet the required standard. If equivalence is not immediately clear to the Recruiting Officers, no enquiries will be made by the Western Trust and the candidate s application form may not proceed as a result. Please note that the Western Trust reserves the right to use both the essential and the desirable criteria at shortlisting. Applicants should therefore make it clear on their application form whether or not they meet the desirable criteria, as per the

2 advertisement and personnel specification. Failure to do so may result in you not being shortlisted. The UK Border Agency has suspended sponsorship indefinitely for Tier 3 low skilled workers. The third tier of the UK based Visa system applies to individuals who wish to come the United Kingdom to perform low skilled work. This means that the Trust is unable to offer employment to applicants who require Tier 3 sponsorship as we are unable to secure a work permit in these circumstances. Therefore, if it is identified that you require the above sponsorship, we will be unable to proceed with your application or any offer of employment. We are an Equal Opportunity Employer Please return application form to Western Health & Social Care Trust, HR Department Recruitment and Selection Department, 12c Gransha Park, Clooney Road, Londonderry, BT47 6WJ

3 PERSONNEL SPECIFICATION POST: Personal Secretary Band 3 DEPARTMENT Various LOCATION: Western Trust area DATE: May 2015 FACTS ESSENTIAL DESIRABLE QUALIFICATIONS AND/ EXPERIENCE Higher Diploma in Administrative Procedures (to include secretarial component/qualifications) or equivalent OCR Stage 2 Text Processing (Part 1) & Stage 2 Word processing/typing (Part 2) or equivalent qualifications AND one of the following: 5 GCSEs (Grade A-C) to include English Language or equivalent qualifications or higher standard of education and 1 year administrative/ clerical experience NVQ Level II Business & Administration or equivalent and 1 year administrative/ clerical experience 2 years administrative/ clerical experience Audio Stage II Experience of Minute Taking (maximum 1 year) KNOWLEDGE Maintenance of a diary, electronic and manual Arranging meetings and taking minutes Filing systems Computer Systems

4 FACTS ESSENTIAL DESIRABLE SPECIAL APTITUDES Evidence of ability to work on own initiative Evidence of flexibility Evidence of ability to plan effectively to meet deadlines Ability to organise complex material Evidence of ability to maintain and respect confidentiality INTERPERSONAL SKILLS Good oral and written communication skills Evidence of ability to work as part of a team

5 JOB DESCRIPTION JOB TITLE & BAND/GRADE: Personal Secretary - Band 3 DEPARTMENT: BASE: REPTS TO: RESPONSIBLE TO: Various Western Trust area To be determined To be determined MAIN DUTIES & RESPONSIBILITIES Provide a full secretarial support service to the team and other professionals. Maintain diaries; arrange diary dates, venues, travel arrangement and hospitality. This also includes minute taking, audio typing and shorthand/note taking. Organise the office and carry out routine secretarial duties which include the development and maintenance of an efficient filing system, brought forward system, mail distribution, photo copying, binding and ensure relevant files are available for meetings. Open and record incoming mail and direct correspondence for the Team or otherwise deal with routine items.. This will include the writing and drafting of routine letters for signature. Facilitate communication within the department by liaising with relevant staff. Dealing with telephone calls and enquiries and taking relevant action as appropriate. Type letters, memorandums and minutes. A high level of word processing skills will be required and the post holder will also be required to develop skills on Microsoft Office software and other computer packages as and when required. Assist in the production of Power Point presentations required by department. Provide administrative support in the production of policies and reports produced within the department. Supervision of clerical staff if post requires so.

6 Management of stationary stock levels throughout the department using stock catalogue and non-stock requisitions so levels of stock are adequately maintained. GENERAL DUTIES 1. Employees of the Trust will be required to promote and support the mission and vision of the service for which they are responsible. 2. Develop and maintain good communication with all levels of management and build partnerships with the wider HPSS, NHS and external organizations in the promotion of the Trust. 3. Carry out their duties and responsibilities in compliance with health and safety policy and statutory regulations. 4. Participate in the grievance and disciplinary processes as required. 5. Promote equality of opportunity through his/her own actions and ensure this policy is adhered to by staff for whom he/she has responsibility. GENERAL RESPONSIBILITIES: Service Quality Western Health and Social Care Trust is committed to providing the highest possible quality of service to all patients, clients and community through supporting and contributing to Trust quality initiatives. Employees are expected at all times to provide a caring service and to treat those with whom they come into contact in a courteous and respectful manner. Conduct Employees must at all times abide by Trust policies and procedures and the terms of their contract of employment. They must conduct themselves with impartiality, integrity, objectivity and honesty and maintain high standards of personal and professional accountability. Performance Employees are expected to demonstrate commitment to the Trust by ensuring regular attendance at work and efficient completion of duties. Risk Management Employee must ensure that they comply with any risk management responsibilities specific to their post, and as set out in the Trust s Risk Management Strategy. Governance

7 The Trust is committed to the development and implementation of systems under Integrated Governance to ensure continuous improvement in the quality of services provided. Employees will be expected to co-operate and work with such systems. Records Management All employees of the Trust are legally responsible for all records held, created or used as part of their business within the Trust including patient/client, corporate and administrative records whether paper based or electronic and also including s. All such records are public records and are accessible to the general public, with limited exceptions, under Freedom of Information Act 2000, the Environmental Information Regulations 2004 and the Data Protection Act Employees are required to be conversant with the Trust s policy and procedures on records management and to seek advice if in doubt. Confidentiality All information concerning patients and staff must be held in the strictest confidence and may not be divulged to any unauthorized person. Equality & Human Rights Employees must ensure that equality and human rights issues are addressed within the post holder s area of responsibility in accordance with the Trust s Equality Scheme. Health and Safety Employees should note that under Health & Safety at Work Legislation they are required to take all reasonable steps while at work to ensure their own health and safety and the health and safety of those who may be affected by their acts or omissions at work. Smoking, Alcohol & Health The Trust operates policies on smoking, alcohol and health. Environmental Cleanliness The Trust promotes a culture of cleanliness and has adopted a partnership and collaborative approach that recognises cleanliness as the responsibility of everyone, cascading throughout every level of the organisation. The Trust is an Equal Opportunities Employer.

8 The duties and responsibilities outlined in the above job description are not intended to be definitive nor restrictive, and may be amended to meet the changing needs of the Trust. May 2015

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