Temporary Grade IV Secretary
We are seeking a highly skilled and experienced Temporary Grade IV Secretary to join our team on a temporary basis.
Job Description
* Process applications for Senior and Enhanced Staff Nurse/Midwife grades, ensuring timely and accurate handling of all paperwork.
* Maintain accurate records for various statutory leave types, including Maternity Leave, Parents Leave, and Parental Leave, in accordance with relevant regulations.
* Issue letters and service forms as required, demonstrating exceptional communication skills and attention to detail.
* Manage contract extension documentation for temporary staff, providing administrative support to ensure seamless continuity.
* Assist with visa-related correspondence and supporting documentation for international staff, requiring high levels of discretion and confidentiality.
* Maintain up-to-date and compliant staff personnel files, adhering to strict data protection guidelines.
* Input HR data into SAP (in support of leave periods), collaborating closely with relevant supervisors to ensure accuracy and efficiency.
* Manage and track flexi-time records for relevant staff, utilizing strong organizational skills and time management techniques.
* Provide administrative support to the Director, managing their diary and email inbox, and ensuring timely scheduling and response.
* Coordinate and schedule departmental meetings, including room bookings and minute-taking, showcasing excellent interpersonal skills and attention to detail.
* Arrange and manage teleconferences and video conferences as needed, leveraging advanced IT skills and technical knowledge.
* Maintain and update existing staff and service-related databases, utilizing database management expertise and analytical skills.
* Support the development of new tracking or reporting databases to enhance service management, working collaboratively with cross-functional teams.
* Prepare reports relevant to workforce or departmental operations, presenting complex data in an easy-to-understand format.
* Process purchase requisition forms and support procurement processes, applying sound business acumen and financial management skills.
* Oversee room bookings for staff and departmental needs, ensuring seamless logistical arrangements.
* Provide cross-cover for the PA to the DON during periods of absence, demonstrating adaptability, flexibility, and a commitment to teamwork.
Essential Requirements
* Proven administrative experience, ideally in a healthcare or HR environment, with a strong understanding of relevant procedures and protocols.
* Excellent organisational and time management skills, with the ability to prioritise tasks effectively and meet deadlines.
* Strong IT skills, including Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), with experience in SAP or similar HR/payroll systems desirable but not essential.
* Excellent communication and interpersonal skills, with the ability to build strong relationships with colleagues, stakeholders, and clients.
* High degree of accuracy, discretion, and confidentiality in handling sensitive information, with a strong commitment to maintaining confidentiality and integrity.
* Ability to work independently and as part of a wider multidisciplinary team, with a flexible and adaptable approach to changing priorities and deadlines.