Personal Secretary (with reception duties)

Location Ballymena, County Antrim
Job type Temporary
Salary Up to £8.90 per hour
Published 20 days ago
Start date ASAP
Contact Leanne Garrett
Job reference BA19/03lg_1584623481

Job description

Grafton Recruitment has been appointed as HSCNI's number 1 recruitment provider for Admin, Clerical and Support Services.

Band 3 Personnel Secretary required on a temporary basis based in Ballymena

Role: Band 3 Personal Secretary

Rate of Pay: £8.90 per hour

Location: Ballymena

Hours: 18.75hrs or would consider full time hours

Duration: Temporary

Main duties/Responsibilities:

  • Provide secretarial services to the Assistant Director and Senior Managers (Financial Accounting & Governance).
  • Provide administrative/secretarial support within the Central Admin Function and to other members of staff within the Directorate as required.
  • Arrange meetings and provide administrative support at meetings including minute taking and issuing of relevant documentation.
  • Organise and maintain relevant diaries/schedules.
  • Establish and maintain filing systems to meet the needs of the Department.
  • Manage a brought forward system.
  • Undertake any other duties as assigned by Assistant Director/Senior Managers/Central Admin Manager to ensure the needs of the directorate are met.
  • Greet and welcome visitors to the building, directing them as appropriate.
  • Answer incoming telephone calls to main number and manage central voicemail, forwarding messages as required.
  • Report all work requests for the building through the Estates Action desk, keeping appropriate records and providing monthly and ad hoc reports as required. Follow up on outstanding requests.
  • Monitor and maintain stock levels for the directorate, reordering as required via the E-proc system.
  • Collect cash from the coffee machines on a weekly basis.
  • Check and sign for deliveries before informing the relevant member of staff of their arrival.
  • Collate and update circulation lists on a regular basis.
  • Provide logistical support to meetings held in the building to include preparation of meeting and audit rooms and assist in arrangements for catering provisions.
  • Responsible for fire records and daily fire checks.
  • Process and distribute all incoming mail and prepare outgoing mail as required.

Essential Criteria:

4 GCSEs Grades A-C or equivalent to include English.


One year's clerical/secretarial experience in an office environment.


OCR/RSA Stage 2 Typewriting or Word processing


Two years clerical/secretarial experience in an office environment


OCR/RSA Stage 2 Typewriting or Word processing

To be shortlisted for this role all applicants MUST meet the essential criteria. If you are interested please upload your CV to the link provided, and Leanne Garrett will be in contact to confirm if you have been shortlisted.

Successful candidates may need to apply for an Access NI Certificate with Grafton Recruitment regardless if you already have a valid certificate. It will be a cost of between £18 - £33 depending on clearance level.

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