Senior Secretary - Part Time

Isle of Man
Temporary
Our client is looking for a Senior Secretary to join their Youth Justice Team.
The Role: This job role requires the holder to be committed to provision of excellent executive administrative support to the Youth Justice Team.
 
Key Responsibilities:
  • Development and maintenance of administrative processes for the Team, to include a system for the management of the Team's case files, drafting new forms and standard letters, sending out routine correspondence on behalf of team members and providing support formatting Court reports.
  • Undertaking research for team members, including obtaining documentation/information from Youth Offending Teams in the UK.
  • Attending Team and other meetings as required taking, producing and distributing minutes.
  • Arranging travel and accommodation for members of the team.
  • Ordering goods or services as required and processing invoices.
  • Data input and maintenance of client files on the electronic database.
  • Drafting responses to routine enquiries and production of letters from standard templates.
  • Handling of incoming calls from service users, professionals and members of the public, with the ability to direct callers to the appropriate area of the Department.
  • Co-ordination of multi-agency strategy meetings.
  • Receipt, acknowledgement and processing of all written referrals and ensuring the same are passed to the Duty Social Worker in a timely manner.
  • Audio and copy typing, photocopying and scanning.
  • Processing and distribution of incoming mail and outgoing mail.
  • Occasional reception duties, greeting clients on an ad hoc basis.
  • Booking of travel and accommodation for client-related matters and Agency Staff visits.
  • Basic cover for other Senior Secretaries within a team of 7 during absence/leave.
  • Other duties commensurate with the grade and job role on occasion, as assigned by the Team Manager commensurate with the grade.
 
Key Skills/Experience:
  • Hold an acceptable external qualification in text processing and audio transcription (e.g. OCR Text Production (Advanced) Distinction and OCR Audio Transcription (Advanced) Distinction) OR pass the Civil Service Typewriting and Audio Grading Tests
  • Have at least 1 year's relevant experience of duties in the Secretary grade description (relevant experience outside of the Civil Service can be accepted), OR Hold relevant advanced qualification (e.g. OCR Word Processing (Advanced) pass, or OCR Document Presentation (Advanced) pass, or RSA III Word Processing Part 2 pass, or RSA III Document Presentation Part 2 pass).
  • Excellent written and oral communication skills
  • Ability to deal with people at all levels with confidence, tact and diplomacy
  • Highly organised individual
  • Ability to work on own initiative
  • Able to skilfully multi task, able to deal with multiple demands and work to tight deadlines
  • Experience of minute taking, including large or complex meetings
  • Skilled in use of Microsoft Office products and ability to learn and adapt to new computer systems
Mark Burman
Your specialist: Mark Burman
Quote job ref: 12618

Hi, I'm Mark and I look after all the temp / contract roles. If this exciting job sounds up your street, please submit your details, we look forward to hearing from you.