Admin Assistant for Fire Safety

Administration Assistant (Band 3)

Armagh

Temporary (3 months Initially)

The Client: Local Healthcare body based in Armagh

The Role: Admin Assistant - Fire Safety, H&S

JOB SUMMARY

The post holder will facilitate and support the Fire Safety/Health & Safety Division of Estate Services in the delivery of a high quality efficient and effective service in accordance with Trust protocols and procedures. The post holder will be flexible within the job role.

KEY DUTIES/RESPONSIBILITIES

• Responsible for providing a full range of administrative support to the Fire Safety Team and Health & Safety Team.
• Responsible for maintaining, updating and filing departmental records.
• Prepare high quality presentations for the Fire Safety Team and Health & Safety Team.
• Preparing standard letters and memorandum for signature by senior staff.
• Dealing with routine enquiries (e.g. by telephone, e-mail, face to face) from members of staff and external agencies and re-routing those which require knowledge of regulations and procedures to the appropriate person.
• Organising meetings including arranging venues, equipment and provisions and assisting in the preparation of the agenda.
• Attendance at meetings and note taking.
• Assisting in the compiling of papers for attendance at meetings and ensuring
• appropriate distribution of same
• Provide general information to staff throughout the Trust.
• Prepare standard and ad-hoc reports, and assist with the collation of statistics as required utilising a range of software applications.
• Work with others both inside and outside the Trust to improve the effectiveness of communication and team working.
• Organising safety related information and training sessions, including seeking and processing nominations, arranging training venues, liaising with trainers, arranging equipment, production of materials for use during sessions and ensuring that all the training is documented correctly in terms of attendance, materials used and feedback on the events.
• Provide assistance and cover for other Band 3s in the Fire Safety/Health&Safety Admin team as required.

RAISING CONCERNS - RESPONSIBILITIES

• The post holder will promote and support effective team working, fostering a culture of openness and transparency.
• The post holder will ensure that they take all concerns raised with them seriously and act in accordance with the Trust's 'Your Right to Raise a Concern (Whistleblowing)' policy and their professional code of conduct, where applicable.

GENERAL REQUIREMENTS

The post holder will be required to:

• Assist the organisation in fulfilling its statutory duties under Section 75 of the Northern Ireland Act 1998 to promote equality of opportunity and good relations and under the Disability Discrimination (Northern Ireland) Order 2006. Staff are also required to support the organisation in complying with its obligations under Human Rights Legislation.
• Ensure the Organisation's policy on equality of opportunity is promoted through his/her own actions and those of any staff for whom he/she has responsibility.
• Co-operate fully with the implementation of The Organisation's Health and Safety arrangements, reporting any accidents/incidents/equipment defects to his/her manager, and maintaining a clean, uncluttered and safe environment for patients/clients, members of the public and staff.
• Adhere at all times to all Trust policies/codes of conduct, including for example:
  • Smoke Free policy
  • IT Security Policy and Code of Conduct
  • Standards of attendance, appearance and behaviour
• Contribute to ensuring the highest standards of environmental cleanliness within your designated area of work.
• Co-operate fully with regard to Trust policies and procedures relating to infection prevention and control.
• Take responsibility to minimise the Trust's environmental impact wherever possible. This will include recycling, switching off lights, computers, monitors and equipment when not in use. Helping to reduce paper waste by minimising printing/copying and reducing water usage, reporting faults and heating/cooling concerns promptly and minimising travel.
• All employees of the Organisation are legally responsible for all records held, created or used as part of their business within the SHSCT including patients/clients, corporate and administrative records whether paper-based or electronic and also including emails. All such records are public records and are accessible to the general public, with limited exceptions, under the Freedom of Information act 2000 the Environmental Information Regulations 2004, the General Data Protection Regulations (GDPR) and the Data Protection Act 2018. Employees are required to be conversant with the Trust policy and procedures on records management and to seek advice if in doubt.
• Take responsibility for his/her own ongoing learning and development, in order to maximise his/her potential and continue to meet the demands of the post.
• Represent The Organisation's commitment to providing the highest possible standard of service to patients/clients and members of the public, by treating all those with whom he/she comes into contact in the course of work, in a pleasant, courteous and respectful manner.

This Job Description will be subject to review in the light of changing circumstances and is not intended to be rigid and inflexible but should be regarded as providing guidelines within which the individual works. Other duties of a similar nature and appropriate to the grade may be assigned from time to time.

It is a standard condition that all Trust staff may be required to serve at any location within the Trust's area, as needs of the service demand.

Hours of work: Full-time: 37.5 hours

Requirements:

• 4 GCSE's at Grade A-C including English Language or Equivalent/higher qualification

AND

• 1 years' experience in a clerical/administrative role

OR

• 2 years' experience in a clerical/administrative role

Experience in the use of Microsoft Office products including Word and Excel

Other: Hold a current full driving licence which is valid for use in the UK and have access to a car on appointment. This criteria will be waived in the case of applicants whose disability prohibits driving but who have access to a form of transport approved by the Trust which will permit them to carry out the duties of the post.

In Return: £11.67 per hour

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