Band 3 Personal Secretary

Band 3 Personal Secretary

Location: Various locations across Family & Child Care
Hours: Full-time and Part-time opportunities available
Salary: £12.75 per hour
Contract: Temporary

About the Role:

MPA Recruitment are currently seeking Band 3 Personal Secretaries on behalf of our client, the Belfast Health and Social Care Trust.

This is an excellent opportunity for an experienced administrator or secretary to provide effective, efficient and confidential secretarial and administrative support to Professional Social Work staff within the Family & Child Care Programme.

The role is varied and will involve diary management, minute taking, correspondence, document preparation, meeting coordination, records management and communication with internal and external stakeholders.

You will be worKing in a busy professional environment where excellent organisation, communication skills and attention to detail are essential.

Key Responsibilities:

Secretarial & Administrative Support

• Provide comprehensive secretarial and administrative support to designated Professional Social Work staff.
• Manage electronic and manual diaries, including arranging appointments and meetings.
• Draft, type and format correspondence, letters, reports, minutes, memos and confidential documents.
• Maintain accurate and secure electronic and manual filing systems.
• Prepare papers, reports, briefings and other documentation as required.
• Provide general administrative and secretarial support to the wider team.
• Compile PowerPoint presentations when required.
• Maintain accurate records and ensure information is securely managed.

Minute Taking & Meeting Support

• Provide minute-taking and note-taking support for meetings and panels.
• Arrange meetings, issue invitations and liaise with Social Workers, Chairpersons and other attendees.
• Collate information and prepare agendas and relevant meeting documentation.
• Take accurate notes and minutes during meetings.
• Transcribe, process and circulate minutes within agreed timescales.
• Liaise with panel members and relevant stakeholders regarding meeting information and actions.
• Arrange venues, programmes, agendas and catering where required.
• Support the organisation of team development days, conferences, training and other events.

Communication & Customer Service

• Receive and make telephone calls, dealing with enquiries in a professional, courteous and timely manner.
• Act as a key point of contact on behalf of Professional Social Work staff.
• Liaise with internal departments, external agencies and other professional stakeholders.
• Circulate information and monitor responses to ensure deadlines are met.
• Use judgement when dealing with queries and ensure appropriate follow-up action is taken.
• Develop and maintain effective working relationships with a wide range of stakeholders.

IT & Information Management

• Use IT systems effectively to produce work to a consistently high standard.
• Demonstrate proficiency in Microsoft Word, Excel and Access.
• Undertake data entry using relevant client record systems, including Soscare/PARIS.
• Maintain accurate electronic and paper-based records.
• Use technology effectively during meetings.
• Ensure information is managed securely and confidentially.
• Identify opportunities to improve administrative processes and make effective use of technology.

Team & Service Support

• Work effectively as part of the Personal Secretary/Minute Taker team.
• Provide cover for colleagues during periods of annual or sick leave.
• Attend and participate in relevant team and service meetings.
• Contribute to continuous improvement of administrative processes and systems.
• Support the implementation of administrative policies and procedures.
• Participate in mandatory training and relevant professional development.
• Assist with the induction and training of administrative staff where required.

What We're Looking for?

Essential Criteria

Applicants must be able to demonstrate one of the following:

• 4 GCSEs at Grades A-C, including English Language, or equivalent qualifications, plus 1 year's administrative experience.

OR

• NVQ Level II Administration / HNC / HND or equivalent/higher qualification, preferably in an administration-related subject, plus 1 year's clerical/administrative experience.

Applicants must also have:

• OCR/RSA Stage II Text Processing or equivalent typing qualification.

OR

• A minimum of 3 years' administrative experience, including:
• Formatting and circulating correspondence.
• Typing reports.
• Organising meetings.
• Extensive note taking or minute taking at meetings.
• Circulation of minutes within agreed timescales.
• Manual and electronic diary management.
• General word processing.

In addition:

• Experience using Microsoft Office, including Word, Access and Excel.
• Excellent organisational and prioritisation skills.
• The ability to work effectively to demanding deadlines.
• Flexibility to work within a changing environment.
• Excellent verbal and written communication skills.

Skills & Attributes

The successful candidate will have:

• Strong secretarial and administrative skills. Excellent attention to detail and accuracy. Confident minute-taking and note-taking abilities. Excellent diary and meeting management skills. Strong written and verbal communication skills. The ability to manage confidential and sensitive information appropriately. Excellent organisation and time-management skills. The ability to prioritise competing workloads. Strong Microsoft Office and IT skills. A professional, approachable and courteous manner. The ability to work independently and as part of a wider team. A flexible and proactive approach to changing priorities.

Additional Information:

• An Enhanced Access NI Check may be required for this role.

What we can offer you:

• Weekly pay. Holiday pay. Dedicated support from your MPA Recruitment Consultant throughout your assignment. The opportunity to develop your personal secretary, administration and minute-taking experience. Valuable experience supporting Professional Social Work and Family & Child Care teams. The opportunity to strengthen your Microsoft Office, diary management and meeting coordination skills. Experience working within a professional healthcare environment. Support throughout the registration, compliance and onboarding process. The opportunity to strengthen your CV and gain experience that can support your future career goals.

Why Apply?

• Join a professional and supportive healthcare environment. Develop valuable Personal Secretary and administrative experience. Gain practical experience in minute taking, diary management and meeting coordination. Work alongside experienced Professional Social Work teams. Build your knowledge of healthcare administration and information systems. Flexible opportunities available across temporary, permanent, full-time and part-time positions. Gain valuable experience through MPA Recruitment.

How to Apply:

To apply, send your CV to or contact our office on for more information.

MPA Recruitment is an equal opportunities employer.