Band 3 - Administrative Assistant

Administrative Assistant Band 3

Location: Belfast
Hourly rate: £12.75 per hour

The Role

To provide an administrative service/support to the Children's safeguarding Gateway Service, dealing with the receipt of referrals in an efficient and timely manner and maintaining accurate information systems.

Key Responsibilities:

• Data input of referrals using Soscare/Unocini computer system.
• Following up on key information for the processing of referrals and allocation of referrals and manage waiting list data in line with standards and protocol.
• Word processing/maintenance of spreadsheets to include data input/retrieval of information and production of letters/reports/minutes.
• Sorting and responding to mail/emails as appropriate
• Deal with incoming mail and direct correspondence to the Team and as required; providing information, directing and prioritising queries, following up and resolving any problems as appropriate.
• Dealing with general enquires from clients, the public and professionals
• Taking and relating messages/information accurately and in a timely manner.
• Preparation of statistical information which will involve the requirement to analyse/collate information and to present findings in a variety of formats by creating graphics and presentations using various software packages
• Dealing with requests for information.
• Maintenance of electronic filing system.
• General office duties such as photocopying/scanning.
• Maintenance and payment of petty cash.
• Reception duties including meeting and greeting clients attending for appointments/meetings.
• Switchboard cover including dealing with telephone calls and enquiries and taking relevant action.
• Dealing with clients who may be concerned, upset, anxious regarding child safeguarding issues
• Arrange appointments/meetings as requested.
• Contacting clients via post/email/telephone to advise of appointments using persuasive and re-assuring language to gain agreement and co-operation from the client.
• Assisting in the absence of others to maintain and support service delivery.
• Undertake any other admin tasks as directed by the manager.

Essential Criteria:

• 4 GCSEs at Grades A-C including English Language or equivalent / higher qualification OR 2 years' experience in a clerical / administrative role.
• The ability to apply knowledge and experience of administrative systems to a range of activities that are subject to changes in both nature and demand. This will involve solving work related problems and handling first line queries.
• The ability to prioritise work and respond effectively to demanding deadlines.
• The ability to cope with the sensitive nature and distressing content of child protection information.

Desirable Criteria:

• Experience working within an administrative capacity in the Health Sector.

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To apply for this role please forward your CV to [email protected]