Temporary Grade IV Secretary
Job Description:
We are seeking a highly organized and experienced administrative professional to join our team as a Temporary Grade IV Secretary.
Key Duties and Responsibilities:
* Process applications for Senior and Enhanced Staff Nurse/Midwife grades.
* Handle and maintain accurate records for various statutory leave types including Maternity Leave, Parents Leave, and Parental Leave.
* Issue letters and service forms as required.
* Manage contract extension documentation for temporary staff.
* Assist with visa-related correspondence and supporting documentation for international staff.
* Maintain up-to-date and compliant staff personnel files.
* Input HR data into SAP (in support of leave periods), including updates for relevant supervisors.
* Manage and track flexi-time records for relevant staff.
* Manage the Director's diary and email inbox, ensuring timely scheduling and response.
* Coordinate and schedule departmental meetings, including room bookings and minute-taking.
* Arrange and manage teleconferences and video conferences as needed.
* Maintain and update existing staff and service-related databases.
* Support the development of new tracking or reporting databases to enhance service management.
* Assist in the preparation of reports relevant to workforce or departmental operations.
* Process purchase requisition forms and support procurement processes.
* Oversight of room bookings for staff and departmental needs.
* Provide cross-cover for the PA to the DON during periods of absence.
* Respond to staff queries and requests with professionalism and discretion.
Essential Requirements:
* Proven administrative experience, ideally in a healthcare or HR environment.
* Excellent organisational and time management skills, with the ability to prioritise tasks effectively.
* Strong IT skills including Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
* Excellent communication and interpersonal skills.
* High degree of accuracy, discretion, and confidentiality in handling sensitive information.
* Ability to work independently and as part of a wider multidisciplinary team.
* Experience with SAP or similar HR/payroll systems (desirable but not essential).