Location: Various locations across Family & Child Care
Hours: Full-time and Part-time opportunities available

About the Role:

MPA Recruitment are currently seeking Band 4 Minute Takers / Personal Secretaries on behalf of our client, the Belfast Health and Social Care Trust.

The successful candidates will provide high-quality, confidential secretarial and administrative support to designated Professional Social Work staff within the Family and Child Care Programme.

This is a varied and responsible role involving minute taking, diary management, meeting coordination, correspondence, document preparation, records management and communication with internal and external stakeholders.

The role would suit an experienced administrator or personal secretary who is highly organised, confident working with confidential information and able to manage competing priorities and demanding deadlines.

Key Responsibilities:

Secretarial & Administrative Support

• Provide comprehensive secretarial and administrative support to designated Professional Social Work staff.
• Manage electronic and manual diaries, including scheduling appointments and meetings.
• Draft, format and type correspondence, letters, reports, memos and confidential documents.
• Maintain accurate and secure electronic and paper filing systems.
• Prepare papers, reports, briefings and other documentation as required.
• Produce PowerPoint presentations when required.
• Manage incoming and outgoing correspondence and information.
• Provide administrative support to the wider team as required.

Minute Taking & Meetings

• Act as Minute Taker for Child Protection Case Conferences.
• Arrange and coordinate meetings, including issuing invitations and liaising with Social Workers, Chairpersons and other relevant attendees.
• Collate relevant information and prepare meeting agendas and documentation.
• Attend meetings and produce accurate and comprehensive minutes.
• Transcribe, process and circulate minutes within agreed timescales.
• Liaise with panel members and relevant stakeholders regarding meeting documentation and actions.
• Use appropriate systems to check Child Protection Case Conference information and update outcomes.
• Arrange meeting 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 and timely manner.
• Act as a key point of contact on behalf of Professional Social Work staff.
• Liaise effectively with internal departments, external agencies and other professionals.
• Exercise judgement when dealing with queries and ensure appropriate follow-up action is taken.
• Circulate information and monitor responses to ensure agreed deadlines are met.
• Develop and maintain effective working relationships with a wide range of stakeholders.
• Provide a courteous, professional and responsive service at all times.

IT & Information Management

• Make effective use of available IT systems to produce work to a consistently high standard.
• Use Microsoft Word, Excel, Access and Outlook effectively.
• Undertake data entry and maintain client records using relevant systems, including Soscare/PARIS.
• Maintain accurate and secure electronic records and information systems.
• Utilise technology during meetings, including laptops and other relevant equipment.
• Ensure information is managed securely and confidentially in accordance with relevant procedures.
• Identify opportunities to improve administrative processes and make effective use of new technology.

Team & Service Support

• Work closely with the Assistant Administrative Services Manager and wider administrative team.
• Provide cover for colleagues during periods of annual or sick leave.
• Contribute to the effective implementation of administrative policies, procedures and service developments.
• Attend and participate in relevant meetings.
• Identify administrative issues and suggest improvements to procedures and systems.
• Contribute to continuous improvement and effective team working.
• Assist with the induction and training of Team Administrative Assistant staff where required.
• Participate in mandatory training, performance reviews and relevant professional development.

What We’re Looking for?

Essential Criteria

Applicants must be able to demonstrate:

Option 1:

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

OR

• NVQ Level 2 Administration / HNC / HND or equivalent or higher qualification, preferably in an administration-related subject, plus 1 year's experience in a clerical/administrative role.

AND

• 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.
  • Distribution of minutes within agreed timescales.
  • Diary management, both manual and electronic.
  • General word processing.

Applicants must also have:

• Experience using Microsoft Office, including Word, Excel and Access.
• Excellent organisational skills with the ability to prioritise workload and meet demanding deadlines.
• Flexibility to work within a changing environment.
• Excellent communication skills.

Skills & Attributes

The successful candidate will have:

• Excellent minute taking and written communication skills.
• Strong attention to detail and accuracy.
• Excellent organisational and time-management skills.
• The ability to manage confidential and sensitive information appropriately.
• Strong diary and meeting management skills.
• The ability to work under pressure and meet tight deadlines.
• A professional and confident communication style.
• The ability to work independently and as part of a wider team.
• Strong Microsoft Office and administrative skills.
• A flexible and proactive approach to changing priorities.
• The ability to communicate effectively with professionals, external agencies and members of the public.

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.
• Opportunities to develop your administrative, secretarial and minute-taking experience.
• Valuable experience within a professional healthcare environment.
• Support with the registration and compliance process to help you get started.
• Access to future opportunities that match your skills, experience and career goals.
• A chance to build your CV and develop your experience with a leading healthcare employer.

Why Apply?

• Gain valuable experience within a Family and Child Care healthcare environment.
• Develop your Personal Secretary, administration and professional minute-taking skills.
• Gain experience supporting Professional Social Work teams and Child Protection Case Conferences.
• Develop your diary management, meeting coordination and stakeholder communication experience.
• Work within a professional and multidisciplinary environment.
• Opportunities for both permanent and temporary positions, with full-time and part-time opportunities available.
• Strengthen your CV with valuable experience within the Belfast Health and Social Care Trust through MPA Recruitment.

MPA Recruitment is an equal opportunities employer.