Directorate: Human Resources
Location: Trust Headquarters, MDEC Building, Altnagelvin Hospital Site
Contract and Hours: To create a waiting list for any Permanent, Temporary, Full-time and Part-time posts up to 31st July 2026
Closing date: 10 April 2026
There is an immediate Permanent / Full-time post (37.5hpw) available
Job summary
The post holder will be responsible for providing an efficient, effective and high quality secretarial / administrative support to an Assistant Director of Human Resources, assisting with the day-to-day management of the HR Corporate Office to ensure the smooth running for the HRAD team.
The role requires the individual to be self-motivated, confident and competent in written and oral communication, be an effective organiser, and have the ability to work to a high degree of accuracy to prioritise work effectively to meet deadlines. The post holder will be required to work as part of a team, communicating effectively and professionally with both internal and external stakeholders.
Main responsibilities
- Provide a full secretarial / administrative service to the Assistant Director of Human Resources, and provide secretarial support to the wider HR Senior Management Team as required.
- Organise the office and carry out routine secretarial and administrative duties including diary management, file maintenance, brought forward system, word processing, mail management, binding, scanning, photocopying, and emailing duties, and ensure relevant files are available for meetings.
- Maintain diaries and make appointments, arranging meetings / workshops / training as required, including arranging venues, travel management, accommodation and hospitality.
- Service meetings including minute taking, and note taking. Preparation and timely issue of agendas and papers, production of minutes and follow up on progress of actions arising from meetings. Using OneNote, ensure all relevant papers are available for meetings.
- Manage mail including opening and recording of all incoming mail and directing correspondence to the appropriate member of the Directorate. Deal with routine items by taking appropriate action including writing and drafting of routine letters for signature or drafting correspondence and reports on behalf of the Directorate.
- Answer telephone calls and enquiries by taking relevant action as appropriate to ensure effective messaging and bring forward systems are in place and necessary follow up action is carried out, as well as reception of visitors.
- Develop and maintain an efficient filing system and computerised databases in line with Records Management requirements.
- Operate and maintain records on Trust databases, responding to adhoc queries to support the service.
- General use of other databases or systems in place or established within the Team i.e. Microsoft 365 Packages including: Outlook, Word, Excel, PowerPoint, Access, Publisher, SharePoint, One Note and Teams
- Type letters, memorandums and minutes. A high level of word processing skills will be required and the post holder will also be required to develop skills on Microsoft Office software and other computer packages as and when required, being numerate and computer literate with a good knowledge demonstrable of Microsoft Office packages, specifically: Outlook, Access, Word and Excel.
- Facilitate communication within the Directorate by liaising with relevant staff. Demonstrate a high standard of oral communication / interpersonal skills by maintaining effective working relationships with key stakeholders both internal and external to the Trust, and preset a professional image appropriate to the Directorate.
- Assist with the production, presentation and distribution of written documentation using Microsoft 365 Packages, including letters, memos, funding submissions, spreadsheets, databases and reports, particularly the production of presentations using PowerPoint required by the Directorate.
- Manage stationary stock levels throughout the HR corporate office using stock catalogue and non-stock requisitions so levels of stock are adequately maintained.
- Work autonomously and manage day-to-day workload, prioritising as needed.
- Plan and organise own workload within tight timescales, setting and working to agreed objectives. Prioritise and organise work effectively and within a timely manner.
- Continuously develop and update own knowledge and skills within the job role and contribute to setting own work objectives.
- Comply with all relevant legislation and Trust policies relating to Data Protection and confidentiality of information.
- Any other duties, which may be assigned from time to time.
For complete details view the full job description in the Additional Information section below
