NHSCT Team/Personal Secretary

Job details

• Branch: Antrim/Ballymena locality
• Location: Ballymena North Bus & Recreation Ctr
• Directorate: Mental Health, Learning Disability & CWB Division
• Functional Area: Admin Services
• Salary: Band 3 (£24,937 - £26,598)
• Contract Type: Permanent
• Opening Date: 31/05/26
• Closes: Tue, 16 June 2026 @ 5:00 PM
• Interview Dates: TBC

Notes

Important Information If you are submitting a manual application, please post it to: Recruitment Shared Services, Rosewood Villa, Longstone Hospital Site, 73 Loughgall Road, Armagh, BT61 7PR. Applications received after the advertised closing date/time cannot be considered, so please allow enough time for postage. “A waiting list may be created for similar posts that may arise while the waiting list is live, this may include temporary or part-time posts. This will be managed in line with the updated HSC waiting list principles effective from 1 April 2026”. Where a part-time waiting list is required, one part-time waiting list will be created- regardless of any specific hours advertised, this waiting list will cover all future vacancies where part-time posts arise. A part-time post is defined as any post that has less than 37.5 hours per week.” Please remember to save or print a copy of the job description before submitting your application, as it will not be accessible afterwards. Flexible Working We welcome flexible working requests from day one. All HSC organisations offer a range of flexible working options. The options available for this post will depend on the requirements of the role. Find out more about flexible working options on our website.

Job Description

Team/Personal Secretary

Job Description

The Northern Health and Social Care Trust (NHSCT) is responsible for the delivery of safe and effective health and social care (HSC) services to the population of the Northern Trust area in Northern Ireland.

We provide compassionate care with our community in our community. In order to do this we require the commitment of a highly skilled and professional workforce that meets the need of the service.

The diagram below outlines our values and our objectives which support the delivery of compassionate care within our community.

The below diagram details the values and associated behaviours that we expect staff working within Health and Social Care (HSC) to display at all times;

HSC Value

What does this mean?

What does this look like in practice? - Behaviours

Working Together

We work together for the best outcome for people we care for and support. We work across Health and Social Care and with other external organisations and agencies, recognising that leadership is the responsibility of all.

I work with others and value everyone’s contribution

I treat people with respect and dignity

I work as part of a team looking for opportunities to support and help people in both my own and other teams

I actively engage people on issues that affect them

I look for feedback and examples of good practice, aiming to improve where possible

Compassion

We are sensitive, caring, respectful and understanding towards those we care for and support and our colleagues. We listen carefully to others to better understand and take action to help them and ourselves.

I am sensitive to the different needs and feelings of others and treat people with kindness

I learn from others by listening carefully to them

I look after my own health and well-being so that I can care for and support others

Excellence

We commit to being the best we can be in our work, aiming to improve and develop services to achieve positive changes. We deliver safe, high-quality, compassionate care and support.

I put the people I care for and support at the centre of all I do to make a difference

I take responsibility for my decisions and actions

I commit to best practice and sharing learning, while continually learning and developing

I try to improve by asking ‘could we do this better?’

Openness & Honesty

We are open and honest with each other and act with integrity and candour.

I am open and honest in order to develop trusting relationships

I ask someone for help when needed

I speak up if I have concerns

I challenge inappropriate or unacceptable behaviour and practice

JOB DESCRIPTION

JOB TITLE: Team/Personal Secretary

BAND: Band 3

DIRECTORATE/DIVISION: Mental Health, Learning Disability & Psychological Services

INITIAL LOCATION: Brain Injury Service, Ballymena North Business and Recreation Centre, Ballymena

REPORTS TO: Business Support Manager through Senior Admin Support

ACCOUNTABLE TO: Director, Mental Health, Learning Disability and Psychololgical Services through Head of Psychological Services through Head of Service

FLEXIBLE WORKING

PROVISIONS AVAILABLE: Fixed working patterns, Part-time working, Flexi-time

JOB SUMMARY

The person appointed will act as a Team/Personal Secretary and will be responsible for providing secretarial support to senior members of staff, as well as assisting in the support of their professional team 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 senior members of staff and the professional team, including organising/servicing meetings, maintaining diary/schedulers to arrange appointments and meetings.

Type reports, letters, forms etc., as required from manuscript, audio and notes using a word processing system or through digital dictation.

In addition as a member of the admin 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.

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 as well as appropriate reception duties.

Liaise with outside agencies and other disciplines, dealing with enquiries as appropriate

Communication by telephone, written correspondence and face to face contact with service users, families or other members of the public in relation to referrals, and service provision (i.e. waiting list if applicable).

Input and retrieve appropriate information from computerised system, e.g. Encompass, Paris, Epex, Lcid etc.

Manage generic email accounts which will include the sending and retrieval of emails.

Maintain and update manual records as required e.g operational filing, photo-coping, accident/incident Datix reporting and HRPTS.

Routine filing and maintaining an efficient filing system and shared drives.

Telephone duties – dealing with departmental queries which will include taking and passing on clear and concise messages and obtaining and passing on information.

Maintain and order adequate supplies of stock/non-stock items through the e-procurement system as required approved by the service lead or Business Support Manager

Provide cover as required for other clerical staff during periods of absence or excess workload.

Collecting and collating statistical information as required.

Develop, maintain and update spread-sheets and databases using the Microsoft Office suite.

Participate in training appropriate to the duties of the post maintaining staff relationships and morale.

In agreement with the service lead, receive and send emails on behalf of the service lead if appropriate.

Participate as required in training of staff.

Maintain confidentiality within and without the workplace at all times.

Through own actions ensure adherence to the Principles of Equality and Human Rights legislation.

Use Trust and Departmental technology in line with the Trust’s Policy.

Undertake any other duties as assigned by the service lead/senior admin support to ensure the needs of the department are met.

GENERAL RESPONSIBILITIES

Employees of the Trust will be 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

At all times demonstrate practice the HSC values of Working Together, Excellence, Openness & Honesty and Compassion

Carry out their duties and responsibilities in a manner which assures patient and client safety

Comply with all instructions in regard to Infection Prevention and Control

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 health and safety policy and statutory regulations

Adhere to equal opportunities policy throughout the course of their employment

Ensure the ongoing confidence of the public in service provision

Adhere to the Code of Conduct for HSC Employees which aims to guide staff, managers and employers in the work that they do and the decisions and choices they have to make. Professional staff are expected to follow the code of conduct for their own professions as well as this code.

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 the NHSCT Raising Concerns Policy and their professional code of conduct, where applicable.

RECORDS MANAGEMENT

All employees of the Northern Health & Social Care Trust are legally responsible for all records held, created or used as part of their business within the Northern 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 Regulations (GDPR) and the Data Protection Act 2018. Employees are required to be conversant and to comply with the Northern Health and Social Care Trust policies on Information Governance including (for example) the ICT Security Policy, Data Quality and Data Protection Policy and Records Management Policy and to seek advice if in doubt.

SALARY

£24,937 - £26,598 per annum (pro-rata for part-time)

RIGHT TO WORK IN THE UK

Please note this role may not meet the requirements for a Skilled Worker visa (including a Heath and Care Worker visa) and the Trust therefore would be unable to employ anyone that requires Sponsorship. For further information visit the UK Visas and Immigration website (https://www.gov.uk/government/organisations/uk-visas-and-immigration).

HOURS

15 hours per week, exclusive of meal times

MEDICAL

Appointment will be subject to a successful pre-employment health assessment.

HOLIDAYS

27 days each year; 29 days after 5 years’ service; 33 days after 10 years’ service and 10 statutory and public holidays.

PENSION

The post-holder can participate in the Health Social Care Pension Scheme.

NORTHERN TRUST BENEFITS

You can explore the benefits on offer to you in the Northern Trust by clicking here

PROBATIONARY PERIOD

You will serve a probationary period of normally six months.

WAITING LIST

A waiting list may be compiled for similar permanent part time posts which may arise within the next 12 months within the Psychological Services Division.

PAY PROTECTION

Legacy Trust Staff who apply for a promotion after 1 April 2011 should be aware that they will lose their legacy protection arrangements and will be entitled to pay protection in accordance with circular HSS (JNF)(1) 2011. This circular will also apply to legacy staff who are currently in receipt of protection and who move post on promotion.

Completed application forms should be returned to the BSO Recruitment and Selection Shared Services Centre, on or before the closing date as stated in the advertisement.

Canvassing, either directly or indirectly, will be an absolute disqualification.

We will review this Job Description and it may include any other duties and responsibilities we determine in consultation with the jobholder. We do not intend it to be rigid and inflexible but rather to provide guidelines within which the jobholder works.

February 2026

PERSONNEL SPECIFICATION

Title of Post: Team/Personal Secretary

Band of Post: 3

Notes to applicants

You must clearly demonstrate on your application form under each question, how you meet the required criteria as failure to do so may result in you not being shortlisted. You should clearly demonstrate this for both the essential and desirable criteria.

Shortlisting will be carried out on the basis of the essential criteria set out in Section 1 below, using the information provided by you on your application form.

Proof of qualifications and/or professional registration will be required if an offer of employment is made – if you are unable to provide this, the offer may be withdrawn.

Volunteering experience may be considered appropriate in particular for roles within the context of direct patient/client care.

ESSENTIAL CRITERIA

SECTION 1: The following are ESSENTIAL criteria which will initially be measured at shortlisting stage although may also be further explored during the interview/selection stage. You should therefore make it clear on your application form whether or not you meet these criteria. Failure to do so may result in you not being shortlisted. The stage in the process when the criteria will be measured is stated below.

Factor

Criteria

Method of Assessment

Qualifications/ Registration

Experience

Applicants must provide evidence by the

closing date for application that they have

*(a) 4 GCSEs English and Mathematics (Grade A*-C) or equivalent AND 1 years’ clerical/secretarial experience in an office environment to include the use of the Microsoft Office suite of packages.

OR

*(b) 2 GCSE English and Mathematics (Grade A*-C) AND 2 years’ clerical/secretarial experience in an office environment to include the use of the Microsoft Office suite of packages.

Equivalent qualifications considered

Shortlisting by Application Form

Other

Hold a current full driving licence which is valid for use in the UK and have access to a car on appointment. This criteria will be waived in the case of applicants whose disability prohibits driving but who have access to a form of transport approved by the Trust which will permit them to carry out the duties of the post.

Shortlisting by Application Form

SECTION 2: The following are ESSENTIAL criteria which will be measured during the interview/ selection stage:

Skills / Abilities

Effective communication skills i.e. interpersonal, verbal and written

Ability to work as part of a team and to relate to senior members of staff

Ability to work on own initiative

Ability to work under pressure, prioritise and meet deadlines

Excellent ICT skills

Interview

Knowledge

Knowledge of Health and Social Services policies and procedures including current trends

Knowledge of role of Personal/Team Secretary

Knowledge of Records Management and Information Governance

Knowledge of the Microsoft Office suite of computer programmes

Understanding the importance of confidentiality/good records management

Interview

DESIRABLE CRITERIA

SECTION 3: These will ONLY be used where it is necessary to introduce additional job related criteria to ensure files are manageable. You should therefore make it clear on your application form how you meet these criteria. Failure to do so may result in you not being shortlisted.

Factor

Criteria

Method of Assessment

Experience

6 months experience of servicing meetings/committees

Shortlisting by Application Form

Value Based Recruitment

Value Based Recruitment is a process adopted by the Northern Trust to attract and select employees on the basis that their individual values and behaviours align with those of the Trust.

It focuses on the ‘how’ and ‘why’ people do what they do.

Candidates who are short-listed for interview will need to demonstrate at interview that they have the required knowledge, skills, competencies and values to be effective in this new role.

In answering the value based questions you have the opportunity to share examples of when you have demonstrated values relevant to the Northern Trust.

Criminal Offences, Investigations and Charges

Having a criminal record will not necessarily debar you from working with the Trust. This will depend on the nature of the position, together with the circumstances and background of your offences or other information contained on a disclosure certificate. Where it is necessary to obtain an Access NI disclosure the Trust operates in line with the Access NI Code of Practice (www.nidirect.gov.uk/publications/accessni-code-practice).

If you require further information or a copy of the policy on the recruitment of ex-offenders or the policy on the Secure Handling, Use, Storage and Retention of Disclosure Information, please contact the Trust Human Resources Department.

As part of the Recruitment & Selection process it may be necessary for the Trust to carry out an

Enhanced Disclosure Check through Access NI before any appointment to this post can be confirmed.

THE NHSCT IS AN EQUAL OPPORTUNITIES EMPLOYER

Successful applicants

may be required to attend for a Health Assessment

can expect to be placed at the minimum point of the pay scale, although a higher starting salary, within the range of the pay band may be available if the person appointed has experience relevant & equivalent to the post. If the successful candidate is an existing HSC employee moving to a higher band, AfC Pay on Promotion will apply.

have the right to request Flexible Working from the 1st day of their employment. A number of flexible working provisions are offered by all HSC Organisations including Full-time working, Fixed working patterns, Part-time working, Flexi-time, Compressed/elongated hours, Average hours working patterns, Term-time working, Job-share or Homeworking for some or all of the working pattern, depending on the role being undertaken. Successful applicants are encouraged to discuss with their manager what Flexible Working provisions may be available in the role they are taking up, prior to commencing employment, to help them achieve a positive Work/Life Balance.

February 2026