Band 4 Minute Taker / Personal Secretary in Belfast

Band 4 Minute Taker / Personal Secretary
Location: Various locations across Family & Child Care
Hours: Full-time and Part-time opportunities available
Salary: £14.06 per hour
Contract: Temporary

About the Role:

MPA Recruitment are currently seeking Band 4 Minute Takers / Personal Secretaries on behalf of our client, the Belfast Health and Social Care Trust.

The successful candidates will provide high-quality, confidential secretarial and administrative support to designated Professional Social Work staff within the Family and Child Care Programme.

This is a varied and responsible role involving minute taking, diary management, meeting coordination, correspondence, document preparation, records management and communication with internal and external stakeholders .

The role would suit an experienced administrator or personal secretary who is highly organised, confident working with confidential information and able to manage competing priorities and demanding deadlines.

Key Responsibilities:

Secretarial & Administrative Support

• Provide comprehensive secretarial and administrative support to designated Professional Social Work staff.
• Manage electronic and manual diaries, including scheduling appointments and meetings.
• Draft, format and type correspondence, letters, reports, memos and confidential documents.
• Maintain accurate and secure electronic and paper filing systems.
• Prepare papers, reports, briefings and other documentation as required.
• Produce PowerPoint presentations when required.
• Manage incoming and outgoing correspondence and information.
• Provide administrative support to the wider team as required.

Minute Taking & Meetings

• Act as Minute Taker for Child Protection Case Conferences.
• Arrange and coordinate meetings, including issuing invitations and liaising with Social Workers, Chairpersons and other relevant attendees.
• Collate relevant information and prepare meeting agendas and documentation.
• Attend meetings and produce accurate and comprehensive minutes.
• Transcribe, process and circulate minutes within agreed timescales.
• Liaise with panel members and relevant stakeholders regarding meeting documentation and actions.
• Use appropriate systems to check Child Protection Case Conference information and update outcomes.
• Arrange meeting venues, programmes, agendas and catering where required.
• Support the organisation of team development days, conferences, training and other events.

Communication & Customer Service

• Receive and make telephone calls, dealing with enquiries in a professional and timely manner.
• Act as a key point of contact on behalf of Professional Social Work staff.
• Liaise effectively with internal departments, external agencies and other professionals.
• Exercise judgement when dealing with queries and ensure appropriate follow-up action is taken.
• Circulate information and monitor responses to ensure agreed deadlines are met.
• Develop and maintain effective working relationships with a wide range of stakeholders.
• Provide a courteous, professional and responsive service at all times.

IT & Information Management

• Make effective use of available IT systems to produce work to a consistently high standard.
• Use Microsoft Word, Excel, Access and Outlook effectively.
• Undertake data entry and maintain client records using relevant systems, including Soscare/PARIS.
• Maintain accurate and secure electronic records and information systems.
• Utilise technology during meetings, including laptops and other relevant equipment.
• Ensure information is managed securely and confidentially in accordance with relevant procedures.
• Identify opportunities to improve administrative processes and make effective use of new technology.

Team & Service Support

• Work closely with the Assistant Administrative Services Manager and wider administrative team.
• Provide cover for colleagues during periods of annual or sick leave.
• Contribute to the effective implementation of administrative policies, procedures and service developments.
• Attend and participate in relevant meetings.
• Identify administrative issues and suggest improvements to procedures and systems.
• Contribute to continuous improvement and effective team working.
• Assist with the induction and training of Team Administrative Assistant staff where required.
• Participate in mandatory training, performance reviews and relevant professional development.

What We’re Looking for?

Essential Criteria

Applicants must be able to demonstrate:

Option 1:

• 4 GCSEs at Grades A–C, including English Language, or equivalent qualifications , plus 1 year's administrative experience .

OR

• NVQ Level 2 Administration / HNC / HND or equivalent or higher qualification , preferably in an administration-related subject, plus 1 year's experience in a clerical/administrative role .

AND

• OCR/RSA Stage II Text Processing or equivalent typing qualification.

OR

• A minimum of 3 years' administrative experience , including:
• Formatting and circulating correspondence.
• Typing reports.
• Organising meetings.
• Extensive note taking or minute taking at meetings.
• Distribution of minutes within agreed timescales.
• Diary management, both manual and electronic.
• General word processing.

Applicants must also have:

• Experience using Microsoft Office , including Word, Excel and Access.
• Excellent organisational skills with the ability to prioritise workload and meet demanding deadlines.
• Flexibility to work within a changing environment.
• Excellent communication skills.

Skills & Attributes

The successful candidate will have:

• Excellent minute taking and written communication skills . Strong attention to detail and accuracy. Excellent organisational and time-management skills. The ability to manage confidential and sensitive information appropriately. Strong diary and meeting management skills. The ability to work under pressure and meet tight deadlines. A professional and confident communication style. The ability to work independently and as part of a wider team. Strong Microsoft Office and administrative skills. A flexible and proactive approach to changing priorities. The ability to communicate effectively with professionals, external agencies and members of the public.

Additional Information:

• An Enhanced Access NI Check may be required for this role.

What we can offer you:

• Weekly pay. Holiday pay. Dedicated support from your MPA Recruitment Consultant throughout your assignment. Opportunities to develop your administrative, secretarial and minute-taking experience. Valuable experience within a professional healthcare environment. Support with the registration and compliance process to help you get started. Access to future opportunities that match your skills, experience and career goals. A chance to build your CV and develop your experience with a leading healthcare employer.

Why Apply?

• Gain valuable experience within a Family and Child Care healthcare environment. Develop your Personal Secretary, administration and professional minute-taking skills. Gain experience supporting Professional Social Work teams and Child Protection Case Conferences. Develop your diary management, meeting coordination and stakeholder communication experience. Work within a professional and multidisciplinary environment. Opportunities for both permanent and temporary positions, with full-time and part-time opportunities available. Strengthen your CV with valuable experience within the Belfast Health and Social Care Trust through MPA Recruitment.

How to Apply:

To apply, send your CV to or contact our office on for more information.

MPA Recruitment is an equal opportunities employer.