Administrative Support Officer, Newtownards
South Eastern Health and Social Care Trust
Job description
My client a leading public sector organisation based in Newtownards are currently seeking to recruit a Full-Time Administrative Support Officer.
Hours: Monday - Friday, 9am-5pm
Pay: £13.57 per hour
KEY DUTIES / RESPONSIBILITIES
- Coordinate the processing for allocated caseloads and prepare and quality assure the formal written responses in line with legislative and regulatory timeframes.
- Regularly communicate in a helpful, caring, respectful and professional manner both verbally and in writing with all levels of Trust staff, external agencies (including statutory and regulatory bodies) and members of the public.
- Handle telephone calls and face to face contacts in relation to caseload in a helpful, respectful and professional manner.
- Deal with all relevant correspondence (internal and external) in line with departmental policy / procedure and relevant legislation in an efficient, appropriate and effective manner.
- Proactively ensure that sufficient documentation is completed, collated and retained to assist the Trust in the processing of caseloads in line with Departmental policy and procedure.
- Ensure accurate recording of information both manually and electronically in line with Departmental procedures.
- Maintain and monitor the quality of data input to the relevant modules of the Risk Management & Governance database/s.
- Design and produce, in line with departmental schedules or as required, high quality statistical, graphical and narrative reports from the Risk Management and Governance database/s for internal and external bodies.
- Prepare papers in response to communications / enquiries, for example the Information Commissioner's Office, Northern Ireland Public Services Ombudsman's Office, Trust Legal Directorate and the Coroner's Office.
- To ensure that the services provided by the administration and clerical staff are responsive and of a consistently high quality, maintain standards of confidentiality and adhere to legislative and Trust timeframes.
- To arrange and coordinate interviews / meetings / consultations involving Trust staff / non-Trust staff. Participate in and support meetings, record minutes of meetings and take responsibility for implementing agreed actions and necessary follow up, as appropriate to work.
- Supervise any administrative / clerical staff within the Directorate allocated to him / her to include induction, training and support, allocation of work, attendance and performance.
- Assist in populating the Risk Management & Governance Directorate Intranet site with relevant information resources.
- To deliver Awareness Training sessions to Trust staff.
- To undertake special projects on behalf of senior management as required.
- To assist senior managers in the Directorate with operational duties as required.
Essential Criteria
1. HNC/D (in relevant subject related to the post) or equivalent, and 1 year's administrative experience at Band 3 (or equivalent). OR NVQ 3 (administration related) or equivalent, and 2 year's administrative experience, at Band 3 (or equivalent). OR 4 GCSE's (Grade A-C) or equivalent, one which must be English Language, and 3 years' administrative experience at Band 3 (or equivalent).
2. Demonstrate experience of using computer systems and packages for: Ø Word processing Ø Managing emails Ø Data input Ø Extracting information to provide reports.
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3. 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 Organisation which will permit them to carry out the duties of the post.
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SECTION 2: The following are ESSENTIAL criteria which will be measured during the interview/ selection stage: | |
4. Excellent and effective communication skills to meet the needs of the post in full.
5. Ability to work with a diverse range of stakeholders and develop and maintain effective working relationships.
6. Ability to deal with difficult and challenging situations.
7. Ability to work as part of a team.
8. Excellent organisational skills with an ability to prioritise own workload.
9. Ability to use own initiative.
10. Ability to analyse information received in order to produce effective and accurate responses to members of public / external agencies or other staff members.
11. Ability to proof read / quality assure responses to ensure a high level of accuracy.
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Desirable Criteria
- Experience in analysing information received in order to produce effective responses to members of public / external agencies or other staff members.
- Experience in analysing data / information to design and produce high quality statistical, graphical and narrative reports.
If you are interested and available for this position, please upload your CV to the link or contact Stephanie Wilson at [email protected]
To be shortlisted for this role all applicants MUST meet the essential criteria. Please note that these roles may be filled quickly but your CV will be kept on file for future similar roles. As there are so many applications, unsuccessful candidates may not be contacted.
Successful candidates may need to apply for an Access NI Certificate with Staffline regardless if you already have a valid certificate. It will be a cost of between £16-£32 depending on clearance level.
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