# Band 3 Personal Secretary/Team Administrative Assistant > NHS job listing from Job Clerk for Belfast Health and Social Care Trust. ## Canonical URLs - **HTML:** https://www.jobclerk.com/job/band-3-personal-secretaryteam-administrative-assistant/7ad6bb0b-9e9d-4770-bfe6-e495d029788e - **Markdown:** https://www.jobclerk.com/job/band-3-personal-secretaryteam-administrative-assistant/7ad6bb0b-9e9d-4770-bfe6-e495d029788e.md ## Summary - **Status:** Live - **Employer:** Belfast Health and Social Care Trust - **Location:** Royal Victoria Hospital - **Workplace type:** onsite - **Profession:** Administrative assistant - **Grade:** Band 3 - **Salary:** £24,937 - £26,598 - **Contract type:** To create a waiting list - **Closing date:** 2026-10-27T16:30:00.000Z - **Posted:** 2026-10-14T06:03:36.936Z - **Source information URL:** https://jobs.hscni.net/Job/49641/bhsctband-3-personal-secretaryteam-administrative-assistant - **Application URL:** https://jobs-app.hscni.net/sap/bc/webdynpro/sap/hrrcf_a_posting_apply?PARAM=cG9zdF9pbnN0X2d1aWQ9MDA1MDU2OTM0QTU1MUZFMUIxRTk3NzlCRTQyMDM3QzMmY2FuZF90eXBlPWU%3d - **Employer website:** https://belfasttrust.hscni.net ## Job Content ### Job details - Branch: Belfast HSCT - Location: Belfast HSCT - Salary: Band 3 (£24,937 - £26,598) - Contract Type: To create a waiting list - Opening Date: 13/10/26 - Closes: Tue, 27 October 2026 @ 4:30 PM - Interview Dates: To Be Confirmed ### Notes A waiting list will be created for any full-time, part-time, permanent, or temporary posts that may arise over the next 6 months. ### JOB DESCRIPTION POST: Permanent/Temporary Full Time/Part Time Personal Secretary/Team Administrative Assistant Posts LOCATION: Various Locations across Family and Child Care Programme, Children's Community Services BAND: 3 REPORTS TO: Assistant Administrative Services Manager RESPONSIBLE TO: Assistant Administrative Sector Manager Job Summary / Main Purpose The Personal Secretary/Team Administrative Assistant will provide an efficient secretarial/administrative support to designated social work teams/Senior Social Workers/Principal Social Workers. This includes diary management, dictation, minute taking, mail management, file maintenance and the preparation of papers and reports. Main Duties / Responsibilities The post holder will be responsible for all matters pertaining to administration and will; Information Technology Make full use of the IT systems available to produce work of a consistently high standard. Be proficient with the use of excel, access, poser point and work packages. Customer Service Receive and make telephone calls, deal with enquiries and co-ordinate information in an efficient, courteous and friendly manner. Ensure quality standards are adhered to in all aspects of employment. Administration Maintain electronic calendar as necessary, utilising Outlook. Be responsible for electronic calendar management. Co-ordinate emails and take appropriate action. Type correspondence, minutes, letters, memos and confidential reports and spreadsheets. Create Power point presentations as and when necessary. Deal with internal and external mail in a timely and efficient manner. Collate monthly, quarterly and annually statistical returns. Note taking at meetings as and when necessary. File management of Corporate and Staff files. Regular filing of all documents and correspondence. Provide cover for other Personal Secretaries in the offices and to cope with workload variation. Any other duties. Communication Liaise with other disciplines, outside agencies and departments in a helpful and professional matter on behalf of the CSM's to assist in the provision of service. Liaise with Senior Service Managers, Social Work staff, other disciplines, outside agencies and departments in a helpful and professional manner to assist in the provision of service. Participate in team meetings, identify administrative problems/improvements to methods and systems to cope with increasing workload demands. Training Familiarise oneself with all policies and protocols contained within Induction Pack. Attend mandatory training as required. Undertake further training if required in order to meet the changing needs to the organisation. Contribute as an effective member of the Personal Secretary/Minute Taker team. Promote Trust policies on equality of opportunity and good relations. ### General Responsibilities Employees of the Trust are required to promote and support the mission and vision of the service for which they are responsible and: At all times provide a caring service and to treat those with whom they come into contact in a courteous and respectful manner. The post holder will promote and support effective team working, fostering a culture of openness and transparency. The post holder will ensure that they take all concerns raised with them seriously and act in accordance with Belfast Trust's Whistleblowing Policy and their professional code of conduct, where applicable. Demonstrate their commitment by their regular attendance and the efficient completion of all tasks allocated to them. Comply with the Trust's Smoke Free Policy. Carry out their duties and responsibilities in compliance with the Health and Safety Policies and Statutory Regulations. Adhere to Equality and Good Relations duties throughout the course of their employment. Ensure the ongoing confidence of the public in-service provision. Maintain high standards of personal accountability. Comply with the HPSS Code of Conduct. Information Governance All employees of Belfast Health & Social Care Trust are legally responsible for all records held, created or used as part of their business within the Belfast Health and Social Care Trust, including patient/client, corporate and administrative records whether paper based or electronic and also including e-mails. All such records are public records and are accessible to the general public, with limited exceptions, under the Freedom of Information Act 2000, the Environment Regulations 2004, the General Data Protection Regulation (GDPR) and the Data Protection Act 2018. Employees are required to be conversant and to comply with the Belfast Health and Social Care Trust policies on Information Governance including for example the ICT Security Policy, Data Protection Policy and Records Management Policy and to seek advice if in doubt. For further information on how we use your personal data within HR, please refer to the Privacy Notice available on the HUB or Your HR Environmental Cleaning Strategy The Trusts Environmental Cleaning Strategy recognises the key principle that "Cleanliness matters is everyone's responsibility, not just the cleaners" Whilst there are staff employed who are responsible for cleaning services, all Trust staff have a responsibility to ensure a clean, comfortable, safe environment for patients, clients, residents, visitors, staff and members of the general public. Infection Prevention and Control The Belfast Trust is committed to reducing Healthcare associated infections (HCAIs) and all staff have a part to play in making this happen. Staff must comply with all policies in relation to Infection Prevention and Control and with ongoing reduction strategies. Standard Infection Prevention and Control Precautions must be used at all times to ensure the safety of patients and staff. This includes:- Cleaning hands either with soap and water or a hand sanitiser at the appropriate times (WHO '5 moments'); Using the correct '7 step' hand hygiene technique; Being 'bare below the elbows' when in a clinical environment; Following Trust policies and the Regional Infection Control Manual (found on intranet); Wearing the correct Personal Protective Equipment (PPE); Ensuring correct handling and disposal of waste (including sharps) and laundry; Ensuring all medical devices (equipment) are decontaminated appropriately i.e. cleaned, disinfected and/or sterilised; Ensuring compliance with High Impact Interventions. Personal Public Involvement Staff members are expected to involve patients, clients, carers and the wider community were relevant, in developing, planning and delivering our services in a meaningful and effective way, as part of the Trust's ongoing commitment to Personal Public Involvement (PPI). Please use the link below to access the PPI standards leaflet for further information. http://www.publichealth.hscni.net/sites/default/files/PPI_leaflet.pdf Clause: This job description is not meant to be definitive and may be amended to meet the changing needs of the Belfast Health and Social Care Trust. ### PERSONNEL SPECIFICATION POST: Permanent/Temporary Full Time/Part Time Four GCSE's including English Language (Grades A-C / 9-4) or equivalent qualification and one years' administrative experience. OR NVQ Level 2 in Administration and one years' administrative experience. A minimum of two years' administrative experience. Experience of note taking/minute taking duties. OCR/RSA Stage 2 Text Processing Part 1 & 2 Word Processing/Typing. 12 months typing experience to include typing of reports, formatting and circulation of correspondence, use of Microsoft packages (Word, Excel, etc.) and general word processing. Experience in the use of Microsoft Packages, Word, Excel, etc. Effective communication skills. Ability to work as part of a Team. Ability to use own initiative. Good organisation skills with an ability to prioritise own workload. Flexibility to work in a changing environment. Interview Knowledge of the PARIS system.* *Note - this is not PAS. ### NOTE Where educational/professional qualifications form part of the criteria you will be required, if shortlisted for interview, to produce original certificates and one photocopy of same issued by the appropriate authority. Only those certificates relevant to the shortlisting criteria should be produced. If educational certificates are not available an original letter and photocopy of same detailing examination results from your school or college will be accepted as an alternative. If successful you will be required to produce documentary evidence that you are legally entitled to live and work in the United Kingdom. This documentation can be a P45, Payslip, National Insurance Card or a Birth Certificate confirming birth in the United Kingdom or the Republic of Ireland. Failure to produce evidence will result in a non-appointment. Where a post involves working in regulated activity with vulnerable groups, post holders will be required to register with the Independent Safeguarding Authority. HSC Values Whilst employees will be expected to portray all the values, particular attention is drawn to the following values for this role ## Agent Notes - This Markdown page is generated from the same Job Clerk job record as the HTML job detail page. - Use the canonical HTML URL for user-facing references. - Use the application URL when the user wants to apply on the source NHS site.