Secretary Receptionist

JOB SUMMARY: The post-holder will be responsible for providing a full range of secretarial support to CMHT Team Leader and assisting with the day to day management of the office to ensure a smooth running, high quality service. KEY RESULT AREAS / MAIN RESPONSIBILITIES • Provide secretarial services to a Team Leader including organising and maintaining diary/schedule to arrange appointments and meetings. • Provide administrative/secretarial support within the department, e.g. audio-typing, photocopying, etc. • Type reports, memos, letters, forms etc. to a high standard, as required from manuscript, audio and notes using a word processing system or through digital dictation. • In addition as a member of a secretarial/clerical team, the post-holder will be required to provide clerical support to other members of staff within the department. • Prioritising and carrying out word-processing duties to a high standard. • Arrange and provide administrative support at meetings including minute taking and issuing of relevant documentation (at base or other locations as required). • Open, sort and distribute all mail to the department and prepare out-going mail as required. • Take appropriate action in relation to mail, telephone and other enquiries ensuring effective messaging and ‘bring forward’ systems are in place and necessary follow up action is taken. • Liaise with outside agencies and other disciplines, dealing with enquiries as appropriate. • Input and retrieve appropriate information from computerised system. • Manage email account which will include the sending and retrieval of emails. • In agreement with Locality/Departmental Managers, receive and send e-mails on behalf of the Team Leader. • Maintain and update appropriate records as required, e.g. client and operational filing, absence rates, salaries and mileage, accident reporting and notification of change. • Routine filing and maintaining an efficient filing system. • Telephone duties-dealing with departmental queries which will include taking and passing on clear and concise messages and obtaining and passing on information accurately. • Act as a reference point for all internal and external enquiries relating to the department and ensure necessary communication is maintained with the Director, Senior Managers and other professionals. • Liaise with complainants on behalf of General Manager, including organisation and minuting of complaint meetings and collating complaint responses for General Manager • Maintain petty cash within the team if required. • Cash handling including petty cash and lodgements to the bank. • Provide cover as required for other clerical staff during periods of absence or excess workload. • Collecting and collating statistical information as required in line with targets and PFA’s. • Develop, maintain and update spreadsheets and databases using the Microsoft Office suite. • Participate in training appropriate to the duties of the post. • Maintaining staff relationships and morale. • Participating as required in assessment and training of staff. • Provide administrative cover as required during the absence of other staff or during periods of excess workload. • Maintain confidentiality within and without the workplace at all times. • Through his/her own actions ensure adherence to the Principles of Equality and Human Rights legislation. • Use Trust and Departmental technology in line with the Trust’s Information Management and Technology Strategy. • Undertake any other duties as assigned by Team Leader to ensure the needs of the department are met