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Apple Recruitment are recruiting for a Senior Secretary (Band 4) for Northern Ireland Ambulance Service (NIAS) Helicopter Emergency Medical Service in Lisburn.

Main duties and responsibilities

* To provide daily administrative and secretarial support functions, including drafting and typing letters, audio typing, data inputting and processing, email management, records management etc.

* To organise and maintain diaries as required and to ensure the Operational Lead is well prepared for meetings with relevant supporting agenda and paperwork.

* To utilise all Microsoft Office applications in order to produce high quality documents, presentations and reports as required, including data input using Microsoft access database.

* To check and file HEMS doctor and paramedic monthly pay and hours

* To deal with incoming emails, faxes and post and ensure effective and timely management of same, ensuring that action is taken and issues prioritised.

* To manage telephone calls, enquiries and requests from internal and external stakeholders as required, ensuring that action is taken and issues prioritised.

* To ensure that all information is produced in line with current legislation requirements and policies/procedures within the Trust, in a timely, accurate and confidential manner.

* To provide administrative services for specific committees, meetings and projects including organising of meetings, issuing of agendas, supporting documentation and initiating follow-up actions as required. Minute/note taking responsibilities as directed.

* To work closely with Air Ambulance Northern Ireland charity staff.

* To devise and maintain office administration systems to deal efficiently with paper flow; organising and storing paperwork, documents and computer based information e.g. monitoring/brought forward systems, management information systems, filing systems etc. and the implementation of improvements and additions required, in accordance with Trust Policies and Procedures.

* To monitor and request orders relating to office stationery to ensure adequate supplies are maintained.

* To arrange travel and accommodation requirements and provide administrative support to Workshops/events, as required.

* To ensure verification of invoices e.g. travel arrangements, course attendance, and accommodation and hospitality purposes.

* To welcome visitors, corporate guests and arrange/provide hospitality as required

If you wish to apply or would like more information, please email your CV in Microsoft word format to Caroline Parker by clicking on the link below by noon on Wednesday 16th October 2024.

You must also include a bullet pointed synopsis at the top of your CV demonstrating how exactly you meet the Essential Criteria below:

Applicants must, by the closing date:

1a.) 5 GCSEs at grade C or above, including English/English Language and Math, or equivalent educational qualifications AND a minimum of 2 years’ experience in an administrative or secretarial position to include experience of Microsoft Office Professional Suite or equivalent e.g. Word processing, creating spreadsheets, email management, creating databases, PowerPoint presentations

OR

1b.) 3 years’ experience in an administrative or secretarial position to include experience of Microsoft Office Professional Suite or equivalent e.g. Word processing, creating spreadsheets, email management, creating databases, PowerPoint presentations.

2.) Word/Text Processing Level 2 – OCR/RSA (or equivalent).

3.) Ability to minute/note take at Committee level, meetings etc.

4.) Ability to delegate, motivate and use initiative.

5.) Hold a current full driving license which is valid for use in the UK and have access to a car on appointment. This criteria will be waived in the case of applicants whose disability prohibits driving but who have access to a form of transport approved by the Trust which will permit them to carry out the duties of the post.

Further Details:

· Hourly Rate: £12.86

· Hours: 37.5 hours, Monday-Friday 9am – 5pm

· Duration: Up to 6 months with possibility of extension

If you wish to apply or would like more information, please email your CV in Microsoft word format to Caroline Parker by clicking on the link below by noon on Wednesday 16th October 2024.

Applicants must ensure their CV is accurate and up to date. The CV should include your full employment history inclusive of dates, all academic achievements and full personal contact details.

Please note only applicants that match this criteria can be considered for the role.

Apple Recruitment Services is acting as an Employment Agency in relation to this vacancy. Apple Recruitment Services is an Equal Opportunities Employer