Band 4 Admin Officer

Staffline has been appointed as HSCNI's number 1 recruitment provider for Admin and Clerical roles throughout the province.

Band 4 Admin Officer required on a temporary basis based in Antrim

Role: Band 4 Admin Officer

Rate of Pay: £12.86ph

Location: Antrim

Hours: 18.75

Duration: 3 Months

Main duties/Responsibilities:

To provide an effective and efficient support service to wards, department team leads and/or Consultants to carry out a range of administrative and secretarial tasks including use of various information and Microsoft packages

• Provide a secretarial and administrative service including typing and word-processing as required by for Wards, Team Leads and/or Consultants
• Plan, co-ordinate and service regular Multi-Disciplinary meetings, including management of Ward, Team-Lead and/or Consultant diaries
• Processing daily sick leave for all ward and/or departmental staff , liaising with Ward Managers /Departmental Managers or Consultants re self- certification/medical certificates as required
• Open and distribute internal mail. Sort outgoing mail and taking appropriate action on urgent mail.
• Maintain relevant filing systems, electronic and manual i.e. keeping up to date records on staff to include annual leave, absence and training and adhering to Trusts Records Management , Retention and Disposal policy
• Maintain patient multidisciplinary files adhering to local guidance and the Trust's Management, Retention and Disposal Policy
• Establish and maintain effective communication networks within the team liaising with Ward/Department Managers on a daily basis
• Ordering stock and non-stock items via the Trusts E-Procurement system
• Preparation of documentation for staff supervision/staff development review and maintaining a database/brought forward system
• Maintaining and updating patient/visitor information screens and records
• Reporting of faults to the Estates Department
• Booking of Hospital transport and mobility vehicles and completion of relevant booking forms
• Effectively deal with telephone calls from relatives/carers, Hospital staff and other individuals or organizations, taking messages, ensuring follow-up and resolving any problems as appropriate.
• Maintain high standards of confidentiality in respect of all matters
• Provide cover for staff during periods of sickness/annual leave
• Contributing to audit processes within the team
• Liaise with Team Coordinator, Medical staff and practitioners to collate referral statistics on a monthly basis or more frequently as required.
• Deputize in meetings as deemed necessary by line manager
• Assist in the induction and training of new admin staff to department as required.
• Be proficient in the use of excel and word packages in order to produce and present reports for senior management , Team Leads and /or Consultants
• Minute taking as deemed necessary
• Maintenance of general filing system
• Record and process referrals on the appropriate IT system and undertake checks in line with service protocols and procedures like the Integrated Elective Access Protocol ( IEAP)
• Manage workload of admin team to ensure effective admin service for the department, using own initiative in dealing with day to day problems
• Promote good industrial relations, staff morale and quality of work within department
• Assist in the recruitment and selection of staff, planning and organizing of cover during absence , absence management and staff appraisal as required
• Participate in Quality Assurance exercises as required
• Any other duties as deemed necessary

Essential Criteria:

• 4 GCSE's including English (grades A-C) or equivalent and two years' experience in an admin/secretarial role ( one year to have been spent in a Health and Social Care setting)

OR

• NVQ level 2 Administration plus or equivalent and two years' experience in an admin/secretarial role ( one year to have been spent in a Health and Social Care setting)

To be shortlisted for this role all applicants MUST meet the essential criteria. If you are interested please upload your CV to the link provided, and Christine Thompson will be in contact to confirm if you have been shortlisted.

Successful candidates may need to apply for an Access NI Certificate with Staffline regardless if you already have a valid certificate.