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Apple Recruitment are recruiting for a Senior Secretary – Band 4 on behalf of the Northern Ireland Ambulance Service

Job Purpose:

The post-holder will be responsible for providing a full range of administrative and secretarial support functions to Director and Assistant Director Level as required. This will require the planning, prioritising and monitoring of workload to ensure efficiency and accuracy at all times, and will include gathering information, proposing solutions and taking action to solve problems as appropriate.

Job Description:

* 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 Director/Assistant Director is well prepared for meetings with relevant supporting agenda and paperwork.

* To utilise Microsoft Office applications in order to produce high quality documents, presentations and reports as required.

* To deal with incoming emails and general correspondence 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 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

* 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 Daniel Finlay by clicking on the link below by 22nd August 2024. You must also include a bullet pointed synopsis at the top of your CV demonstrating how exactly you meet the Essential Criteria below:

Essential Criteria:

Applicants must, by the closing date for applications, have:

1. a) 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

b) Three 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. 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

· Duration: 6 Months

· Location: Lisburn

If you wish to apply or would like more information, please email your CV in Microsoft word format to Daniel Finlay by clicking on the link below by 22nd August 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