Higher Clerical Officer

JOB DESCRIPTION - Higher Clerical Officer

JOB TITLE: Higher Clerical Officer

BAND: 3

DIRECTORATE/DIVISION: Children and Young People's Services

INITIAL LOCATION: Larne - Moyle CSC

REPORTS TO: Locality Manager

Hours of work: 9AM-5PM - days to be confirmed

JOB SUMMARY: The post-holder will be responsible for providing a full range of admin support and assisting with the day to day management of the Child Health office to ensure a smooth running, high quality service. The post-holder will need to be flexible and be able to work independently, as well as working alongside a team of multidisciplinary colleagues.

KEY RESULT AREAS / MAIN RESPONSIBILITIES

• Input and retrieve appropriate information from computerised system ie Child Health System.
• Extract electronic and manual data from relevant information systems and produce reports as required.
• Open, sort and distribute all mail to the department and prepare out-going mail as required.
• Liaise with outside agencies and other disciplines, dealing with enquiries as appropriate.
• Manage email account which will include the sending and retrieval of emails.
• Maintain and update electronic records as required e.g. service user and operational filing, shared drive and file management.
• Prepare files, undertake routine filing duties and maintain efficient and up to date record system in line with Records Management Protocol.
• Telephone duties-dealing with departmental queries which will include taking and passing on clear and concise messages and obtaining and passing on information accurately.
• Act as a reference point for all internal and external enquiries relating to the department and ensure necessary communication is maintained with the other professionals.
• Maintain petty cash within the team if required.
• Maintaining adequate supplies of stock and non-stock items on procurement system (FPL).
• Maintenance of office equipment and machinery.
• Develop, maintain and update spreadsheets and databases using the Microsoft Office suite.
• Participate in training appropriate to the duties of the post.
• Maintaining staff relationships and morale.
• Participating as required in assessment and training of staff.
• Continually review office procedures and practices and implement necessary improvements.
• Provide administrative cover as required during the absence of other staff or during periods of excess workload.
• 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's Information Management and Technology Strategy.
• Undertake any other duties as assigned by Manager/Senior Manager to ensure the needs of the department are met.

GENERAL RESPONSIBILITIES

Employees of the Trust will be required to promote and support the mission and vision of the service for which they are responsible and:-

• At all times provide a caring service and to treat those with whom they come into contact in a courteous and respectful manner

• At all times demonstrate practice the HSC values of Working Together, Excellence, Openness & Honesty and Compassion

• Carry out their duties and responsibilities in a manner which assures patient and client safety

• Comply with all instructions in regard to Infection Prevention and Control

• Demonstrate their commitment by their regular attendance and the efficient completion of all tasks allocated to them

• Comply with the Trust's Smoke Free Policy

• Carry out their duties and responsibilities in compliance with health and safety policy and statutory regulations

• Adhere to equal opportunities policy throughout the course of their employment

• Ensure the ongoing confidence of the public in service provision

• Adhere to the Code of Conduct for HSC Employees which aims to guide staff, managers and employers in the work that they do and the decisions and choices they have to make. Professional staff are expected to follow the code of conduct for their own professions as well as this code.

• 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 NHSCT Raising Concerns Policy and their professional code of conduct, where applicable.

Essential Criteria

3 GCSEs (Grades A-C) to include English or equivalent

Plus

*1 year's paid clerical experience in an office environment to include the use of the Microsoft Office suite of packages

OR

English GCSE (Grade A-C) or equivalent

Plus

*2 years' paid clerical experience in an office environment to include the use of the Microsoft Office suite of packages

*In addition to (a) or (b) applicants must possess Functional Skills ICT Level 2 or OCR Testing Processing (Business Professionals) Level 2 Award or RSA Stage II Typing/ Word Processing (both parts) or equivalent. Holder of RSA/ OCR examinations after September 1986 must have passed both parts. Part qualifications are not acceptable.

OR

1 years' experience in the use of ICT. This should include:

• Using the Microsoft Office suite of packages
• Collation & presentation of data using MS Excel
• Data input
• Data extract

(Work based examples must be clearly outlined on the application form)

(Work based examples must be clearly outlined on the application form)

How to Apply
If you meet the essential criteria and are interested in this opportunity, please upload your CV via the link provided. Zuzana Dojcsarova will contact shortlisted candidates to confirm the next steps.