TEMPORARY PERSONAL SECRETARY
Newry
1 month initially (to be reviewed)
£11.67 per hour
30 hpw (Over Monday to Friday 8.30am - 4.30pm)
Description
* The post holder will provide two days of ward support as a contact point for operational issues not directly relating to patient care in the Ward.
* They will also provide three days of personal secretary support to the Chief Operational Officer (COO) of Daisy Hill Hospital.
* They will play a central role, meeting the administrative needs of the COO and the Ward Manager, to include staff rostering, completion of appropriate documentation for Human Resources purposes, equipment maintenance and some aspects of health and safety compliance.
* The post holder will work closely with, and under the supervision and direction of, the COO and Ward Manager to ensure continuity in service provision and as such will need to exercise initiative, independent judgement and decision making within a variety of situations.
* A key part of the role will be to set up, develop and maintain systems of effective communication to prevent duplication of work and to allow nursing and midwifery staff to concentrate on patient care.
Duties:
1. Provide a full range of administrative support to the COO including printing/scanning/copying, setting up meetings, maintain the COO’s diary/ calendar, act as a point of contact for both etc.
2. Deal courteously with members of the public and the multidisciplinary team, both in person and on the telephone.
3. Complete appropriate documentation in relation to HR, New Starts, planned absence and payroll and process this accordingly.
4. Be responsible for allocating annual leave to staff under the supervision of the COO as well as keep a record of annual leave for the team working under the COO.
5. Assist in preparing for interviews (e.g. organising of interview dates/ venue on behalf of the COO, preparing relevant documentation etc.).
6. Collate data for audit purposes when requested.
7. Assist, as required, in coordinating and participating in the induction of new staff.
8. Act as a point of contact in the ward for all operational issues not directly relating to patient care, for example maintenance work, laundry etc.
9. Liaise with the relevant departments to ensure that equipment, furniture and fittings are maintained in appropriate working order.
10. Ensure correct ordering and authorization of requisitions.
11. Put together agendas for meeting and attend same with the COO to take minutes and provide technical support (screen sharing, admitting attendees etc.)
12. Maintain noticeboards and update information when appropriate
CRITERIA
1. 4 GCSEs at Grades A-C including English Language or equivalent / higher qualification and 1 years’ experience in a clerical / administrative role
Or
2 years’ experience in a clerical / administrative role in lieu of qualifications
2. Experience in the use of Microsoft Office products including Word and Excel or equivalent
DESIRABLE CRITERIA
1. Experience in Minute Taking GCSE Maths (Grade A-C) or equivalent/Higher qualification
2. Experience of Microsoft Office Excel
3. Full current driving licence with access to a car
Platinum Recruitment NI Ltd is an equal opportunities employer and a Corporate Member of the Recruitment and Employment Confederation (REC). Platinum Recruitment NI Ltd adheres to all current employment legislation.
Please note only those candidates shortlisted may be contacted.
We reserve the right to close this vacancy early if we receive sufficient applications for the role. Therefore, if you are interested, please submit your application as early as possible.