Job Description

Band 4 Administrative Support Officer x 2
Newtownards BT23
Temporary (Initially until end of January 2026)
13.57 per hour
Two positions available:
Full time- Monday to Friday 9am to 5pm
Part time- Wednesday to Friday 9am to 5pm
Main Purpose
The post holder will be responsible for the efficient and effective management of allocated caseloads within the Risk Management & Governance Directorate. This involves the coordination and central management of elements of the Directorate's corporate functions, for information governance, complaints and litigation services.
Including:

• Information Governance and Records Management Services
• Complaints & Patient Liaison Services
• Litigation Services
• Risk Management Advisory Services

Main Roles and 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.
• 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.

(This is only a brief description of the roles and responsibilities expected by the post holder. A full job description will be provided to those interested in the post)
Essential Criteria: (Please note original certificates will be required for proof of qualifications) * 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). * Demonstrate experience of using computer systems and packages for:

• Word processing
• Managing emails
• Data input
• Extracting information to provide reports.

• 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.
• Excellent and effective communication skills to meet the needs of the post in full.
• Ability to work with a diverse range of stakeholders and develop and maintain effective working relationships.
• Ability to deal with difficult and challenging situations.
• Ability to work as part of a team.
• Excellent organisational skills with an ability to prioritise own workload.
• Ability to use own initiative.
• Ability to analyse information received in order to produce effective and accurate responses to members of public / external agencies or other staff members.
• Ability to proof read / quality assure responses to ensure a high level of accuracy.

Platinum Recruitment NI Ltd is an equal opportunities employer and a Corporate Member of the Recruitment and Employment Confederation (REC). Platinum Recruitment NI Ltd adheres to all current employment legislation.
Please note only those candidates shortlisted may be contacted.

Skills Required