Higher Clerical Officer Band 3

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.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.

Management of stationary stock levels throughout the department using stock catalogue and non-stock requisitions so levels of stock are adequately maintained.

Update/search information on client database (Paris/Socare) as required.

Contribute to the collection and collation of statistical information on a regular basis

Operate a Petty Cash system as required and in line with Trust policy.

Qualifications / Experience

A minimum of 5 GCSEs (Grade A-C) to include English Language and Maths or equivalent qualifications or higher standard of education AND 1 year administrative/ clerical experience

OR

NVQ Level II Business & Administration or equivalent and 1 year administrative/ clerical experience

OR

3 years administrative / clerical experience

6 months experience using Microsoft Office including Outlook, Powerpoint, Excel and Word is also essential.

Hold a current full driving licence 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

Maintenance of a diary, electronic and manual

Arranging meetings and taking minutes

Filing systems

Computer Systems

Evidence of ability to work on own initiative

Evidence of ability to work as part of a team

Evidence of flexibility and effective time management

Evidence of ability to plan effectively to meet deadlines

Ability to organise complex material and prepare a variety of documents including minutes, letters, reports and presentations

Good oral and written communication skills

Evidence of ability to maintain and respect confidentiality

Evidence of using Microsoft Office packages including Word, Excel, Outlook and Powerpoint

If this post is being sought on secondment then the individual MUST have the permission of their line manager IN ADVANCE of making application.

"The successful candidate can expect to be placed at the minimum point of the pay scale, although a higher starting salary, within the range of the pay band may be available if the person appointed has experience relevant & equivalent to the post. If the successful candidate is an existing HSC employee moving to a higher band, AFC Pay on Promotion will apply."