Grade IV Secretary

2 weeks ago

Mullingar, Ireland TTM Healthcare Limited Full time
TTM Healthcare are proud to partner with our client in Westmeath to recruit a Temporary Grade IV Secretary.
Hours: Monday to Friday 9am to 5pm, 35hour working week.
Contract: Temporary 3 month initial contract
Pay rates: in line with the public sector – €19.30p/h to €29.77p/h depending on verified relevant public sector experience.

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 supervisor
- 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.
- Oversee 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).

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