Band 4 Administrative Support Officer

Platinum Recruitment

  • Newtownards, Co Down
  • £57.00 per hour
  • Temporary
  • Full-time
  • 2 hours ago
Band 4 Administrative Support Officer x 2Newtownards BT23Temporary (Initially until end of January 2026)£13.57 per hourTwo positions available:Full time- Monday to Friday 9am to 5pmPart time- Wednesday to Friday 9am to 5pmMain PurposeThe 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).ORNVQ 3 (administration related) or equivalent, and 2 year's administrative experience, at Band 3 (or equivalent).OR4 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.

Platinum Recruitment