HEALTH AND SOCIAL CARE BOARD JOB DESCRIPTION

Transcription

1 HEALTH AND SOCIAL CARE BOARD JOB DESCRIPTION Post: Receptionist/Clerical Officer Hours: Part Time 20 hours (1-5pm Monday-Friday) Grade: Band 2 ( 14,153-17,253) Location: Tower Hill, Armagh Reports to: Band 5, Corporate Business Officer Responsible to: Corporate Business Manager Job Summary To provide an efficient and high quality receptionist service at the Health and Social Care Board Southern Office, Tower Hill and to provide efficient and high quality clerical/administrative support to the Corporate Services Department. DUTIES (1) Provide an efficient receptionist service to the local office. (2) Provide a high quality word-processing service for staff within the Corporate Services Department. (3) Take responsibility for recording bookings for Meeting Rooms (4) Receiving and dealing with telephone calls including routine enquiries as a first point of contact within the building. (5) Operation of office equipment such as fax machine, multifunctional devices etc. (6) Undertake routine administrative tasks, eg mail shots, compilation of documents/reports. (7) Requisitioning supplies using e-procurement.

2 (8) to provide support for the organisation of health & safety, fire training etc. (9) Any other duties which may be necessary and appropriate to this grade of post. GENERAL RESPONSIBILITIES Communication Communicating and liaising within Health and Social Services, Public Health Agency, BSO, DHSSPS and other outside agencies. Make and receive telephone calls and take appropriate action. Liaise with all staff, departments and outside agencies, in a helpful and professional manner to assist in the provision of the service. Customer Services Receive visitors and telephone calls, deal with enquiries and co-ordinate information in an efficient, courteous and friendly manner. Information Technology Make full use of the IT systems available to produce work of a consistently high standard. Be proficient in the use of Microsoft Word, Excel and Outlook. Perform data entry and database maintenance as required. Training Attend mandatory training as required. Undertake further training and/or development, if required, in order to meet the changing needs of the organisation. To support the Board in meeting its obligations under Risk Management by adhering to the controls assurance standards identified in the Risk Register. All duties must be carried out in compliance with Health and Safety Policy and statutory regulations.

3 Records Management All staff are responsible to the Director for all records held, created or used as part of their business including 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 the Freedom of Information Act 2000, the Environment Information Regulations 2004 and the Data Protection Act Employees are required to be conversant with the relevant policy and procedures on records management and seek advice if in doubt. Equality To assist the Health and Social Care Board to fulfil its statutory duties under Section 75 of the Northern Ireland Act 1998, to promote equality of opportunity and good relations, and also the Human Rights Act 1998 and the Disability Discrimination Order Job Description Review This job description is subject to review on the light of changing circumstances and is not intended to be rigid and inflexible but should be regarded as providing guidelines within which the Jobholder works. Other duties of a similar nature and appropriate to the grade may be assigned from time to time by the relevant manager. Please note that the HSCB operates a No Smoking Policy and all employees MUST comply with this policy. We are an Equal Opportunities Employer

4 HEALTH AND SOCIAL CARE BOARD PERSONNEL SPECIFICATION Post: Receptionist/Clerical Officer Hours: Part Time 20 hours (1-5pm Monday-Friday) Grade: Band 2 Location: Tower Hill, Armagh Reports to: Band 5, Corporate Business Officer Responsible to: Corporate Business Manager Applicants must clearly demonstrate in the application form evidence of the qualifications and experience noted below. Only information contained in the application form will be considered at the shortlisting stage. Essential Criteria 1. Five GCSE s (including English Language and GCSE Maths (Grades A-C) OR equivalent qualification to demonstrate literacy and numeracy. OR higher qualification months relevant experience. 3. All applicants must have one year s experience in working with Microsoft Office or similar. 4. Good oral and written communication skills. Desirable Criteria 1. 6 months reception experience. Applicants please note: Whilst elements of the essential criteria of the personnel specification will form the basis for shortlisting, these may become more stringent by tightening of the current criteria. The appointment is subject to proof of the attainment of any qualifications deemed essential to the post and used as a basis for

5 shortlisting. Failure to provide evidence of the required qualifications prior to taking up post will result in the offer of employment being withdrawn. All appointments to the Health and Social Care Board are subject to assessment by the Occupational Health Service. Please note that the Health and Social Care Board Operates a No Smoking policy and all employees must comply with this. We are an Equal Opportunities Employer