Band 4 Senior Administration Support

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

Band 4 Senior Administration Support required on a temporary basis based in Ballymena

Role: Band 4 Senior Administration Support
Rate of Pay: £12.86ph
Location: Ballymena
Hours: 37.5
Duration: Until March 2025

Main duties/Responsibilities:

Provide a high level of support to the Psychological Service area - assisting in the support of their professional teams and assisting with the day-to-day management of the admin office to ensure a smooth running, high quality service. Provide line management support to administrative staff within Psychological Services.

* Responsible for the organisation and provision of administrative duties to the Service to include organising and maintaining diaries/schedules to arrange appointments and meetings; telephone services; mail management; type reports, memos, letters, forms etc., as required from manuscript, audio/digital dictation and notes using a word processing system.
* Provide line management to administrative staff within Psychological Service. Promote a culture of learning and development and facilitate arrangements for and participate in training and development of staff as agreed for the performance of their duties.
* Arrange and service meetings including the preparation and timely issue of agendas and papers, subsequent production of minutes and the distribution of these together with other relevant documentation as necessary (at base or other locations as required).
* Responsible for initiating and follow up action arising from the various meetings within Psychological Services.
* Prioritise and take appropriate action in relation to email's, telephone and other enquiries ensuring effective messaging and 'bring forward' systems are in place and necessary follow-up action is taken as well as appropriate reception duties. This includes direct contact from members of the general public, service users and carers and liaising with outside agencies and other disciplines, dealing with enquiries as appropriate.
* Assist with the research, collation and presentation of information and reports within Psychological Services.
* Regularly review current office procedures and practices with the Senior Administration Manager and implement necessary improvements/changes across teams.
* Collate information in response to external enquiries, i.e. Freedom of Information requests, complaints, investigations, etc.
* Manage email account, and responsible for the maintenance of the departments stationery and the processing of stock and non-stock requisitions through e-procurement.
* Maintain and update manual/electronic records as required e.g. client and operational filing, shared drive, file management, IAO, IEAP, GRANT, RAANT.

* Act as conduit for all internal and external enquiries relating to the department and ensure necessary communication networks are maintained with the Service Manager and other professionals as necessary.
* Arrange cover as required for other admin staff during periods of absence or excess workload.
* Participate in induction, probation, KSF and training appropriate to the duties of the post maintaining staff relationships and morale.
* In agreement with the Service Manager, receive and send emails on their behalf if appropriate.
* Present a professional and appropriate image as the first point of contact to the Service.
* Maintain confidentiality within and without the workplace at all times.
* Through his/her own actions ensure adherence to the Principles of Equality and Human Rights legislation.
* Use Trust and Departmental technology in line with the Trust policies and procedures.
* Undertake any other duties as assigned by the Service Manager or the Senior Administration Manager/Business Support Manager to ensure the needs of the department are met.

Essential Criteria:

A HND/HNC in Business and/or Finance plus 2 years office administration and ICT experience plus English Language and Maths GCSE grade A - C.
Or

5 GCSE's to include English and Maths plus 3 years office administration and ICT experience.

*In addition to the above applicants must possess:*
At least 1 year's experience in minute taking.
AND:
At least 6 months experience managing staff

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.