Band 4 Administrative Support Officer

Band 4 Administrative Support Officer

Location: Lough House, Ards Hospital
Salary: £14.06 per hour
Hours: 37.5 hours per week

About the Role

We are seeking a highly organised and motivated Band 4 Administrative Support Officer to join the Risk Management & Governance Directorate. The post holder will be responsible for the efficient and effective management of allocated caseloads, supporting key corporate functions including information governance, complaints and litigation services. This role requires excellent communication skills, strong attention to detail and the ability to work to strict legislative and regulatory timeframes.

Key Responsibilities

• Coordinate and manage allocated caseloads, including preparing and quality-assuring formal written responses in line with legislative and regulatory deadlines.

• Communicate effectively, professionally and sensitively with Trust staff, external agencies, regulatory bodies and members of the public.

• Handle telephone calls and face-to-face enquiries related to caseloads in a courteous and professional manner.

• Manage internal and external correspondence in accordance with departmental policies, procedures and relevant legislation.

• Ensure accurate completion, collation and retention of documentation to support case processing.

• Record and maintain accurate information both manually and electronically in line with departmental procedures.

• Maintain and monitor data quality within Risk Management & Governance databases.

• Design and produce high-quality statistical, graphical and narrative reports for internal and external use.

• Prepare documentation and responses for external bodies such as the Information Commissioner's Office, Northern Ireland Public Services Ombudsman, Trust Legal Directorate and the Coroner's Office.

• Coordinate meetings, interviews and consultations, including minute-taking and follow-up actions.

• Supervise and support administrative and clerical staff as required, including induction, training, workload allocation and performance management.

• Assist with maintaining the Directorate's intranet content and deliver awareness training sessions to Trust staff.

• Support senior managers with operational duties and special projects as required.

Essential Criteria

Applicants must meet one of the following:

• HNC/D (or equivalent) in a relevant subject plus one year's administrative experience at Band 3 (or equivalent); or

• NVQ Level 3 (administration related) or equivalent plus two years' administrative experience at Band 3 (or equivalent); or

• Four GCSEs (Grades A-C) or equivalent, including English Language, plus three years' administrative experience at Band 3 (or equivalent).

Applicants must also demonstrate experience in using computer systems for word processing, email management, data input and extracting information to produce reports.

Desirable Criteria

• Experience analysing information to produce effective responses for members of the public, external agencies or staff.

• Experience analysing data to design and produce high-quality statistical, graphical and narrative reports.

How to Apply

Please upload your CV or contact:
Kelly Cunningham
Email: [email protected]

Applicants must meet the essential criteria to be shortlisted. Access NI clearance may be required.