Personal Secretary

Personal / Team Secretary - Band 3

£12.31 per hour
Location: Newtownabbey
37.5 hours per week, Monday to Friday

About the Role

We are seeking a reliable and highly organised Personal / Team Secretary (Band 3) to provide comprehensive secretarial and administrative support to a Community Mental Health Team (CMHT) Team Leader. The post‑holder will play a key role in supporting the day‑to‑day management of the office, ensuring the smooth delivery of a high‑quality administrative service.

This is a varied role requiring strong organisational skills, attention to detail, discretion, and the ability to manage competing priorities in a busy healthcare environment

Key Responsibilities

• Provide full secretarial support to the Team Leader, including diary and meeting management
• Type reports, correspondence, letters, forms, and minutes to a high standard using digital dictation or handwritten notes
• Arrange and support meetings, including minute taking and distribution of documentation
• Manage incoming and outgoing mail, telephone calls, emails, and enquiries
• Act as a key point of contact for internal and external enquiries
• Maintain accurate records, filing systems, and electronic databases
• Manage shared email accounts and send correspondence on behalf of senior staff where agreed
• Input, retrieve, and maintain data on computerised systems
• Liaise with external agencies and multidisciplinary teams appropriately
• Support complaint processes, including organising and minuting meetings and collating responses
• Maintain petty cash and carry out cash‑handling duties where required
• Collect, collate, and report statistical information as required
• Develop and maintain spreadsheets and databases using Microsoft Office
• Provide cover for clerical colleagues during periods of absence or high workload
• Maintain strict confidentiality at all times
• Participate in training and support effective team working

Essential Criteria

Applicants must meet one of the following:

Option 1

• 4 GCSEs (Grades A*-C), including English (or equivalent)
• 1 year's paid clerical experience in an office environment, including use of Microsoft Office
• 1 year's minute‑taking experience (for applicable posts)

OR

Option 2

• English GCSE (Grade A*-C) or equivalent
• 2 years' paid clerical experience in an office environment, including use of Microsoft Office
• 1 year's minute‑taking experience (for applicable posts)

Work‑based examples must be clearly demonstrated on the application form.

RecCoLisburn