Admin and Clerical Support Officer Band 3

Job details

• Branch: Craigavon & Banbridge area (SHSCT)
• Location: Bannvale-Bannvale House
• Directorate: Adult Community and Acute Services
• Salary: Band 3 (£24,937 - £26,598)
• Contract Type: Permanent
• Opening Date: 20/07/26
• Closes: Tue, 04 August 2026 @ 4:00 PM
• Interview Dates: To be confirmed

Notes

Important Information If you are submitting a manual application, please post it to: Recruitment Shared Services, Rosewood Villa, Longstone Hospital Site, 73 Loughgall Road, Armagh, BT61 7PR. Applications received after the advertised closing date/time cannot be considered, so please allow enough time for postage. “A waiting list may be created for similar posts that may arise while the waiting list is live, this may include temporary or part-time posts. This will be managed in line with the updated HSC waiting list principles effective from 1 April 2026. Where a part-time waiting list is required, one part-time waiting list will be created- regardless of any specific hours advertised, this waiting list will cover all future vacancies where part-time posts arise. A part-time post is defined as any post that has less than 37.5 hours per week.” Please remember to save or print a copy of the job description before submitting your application, as it will not be accessible afterwards. Flexible Working We welcome flexible working requests from day one. All HSC organisations offer a range of flexible working options. The options available for this post will depend on the requirements of the role. Find out more about flexible working options on our website.

JOB DESCRIPTION

JOB TITLE Admin and Clerical Support

BAND Band 3

INITIAL LOCATION Bannvale House, Gilford

REPORTS TO Operational Support Lead

ACCOUNTABLE TO Assistant Directors, Adult Community Services Directorate

JOB SUMMARY

The post-holder will be required to provide an efficient and effective administrative support service including word processing of documents and diary management as required. In some roles this may include the accurate transcription of communications from audio tape. The post-holder may be the first point of contact for members of the public making enquiries both in person and by telephone. The post-holder will be responsible for the ongoing maintenance of a robust filing system.

KEY DUTIES & RESPONSIBILITIES

Operational Delivery

To co-ordinate and process a range of correspondence in accordance with agreed procedures within area of responsibility.

To undertake a range of admin support duties including, making appointments, maintaining diaries, receiving, processing and distributing incoming mail, personally dealing with routine items, provision of typing admin support to senior staff.

To ensure that work for which responsible is processed in a timely manner in accordance with agreed performance standards and that any derogation is brought to the attention of a senior officer.

To prioritise workload in accordance with expected outcomes.

Deal with routine queries, referring to more senior staff when necessary.

Deal with incoming / outgoing mail and ensure that mail is distributed appropriately to relevant staff and in a timely manner.

Continually strive to improve quality, standards and procedures within area of responsibility contributing to the ongoing desire to improve delivery of services.

Arranging and attending meetings, taking minutes, typing and distribution of same².

Information Management

To ensure that all systems used both manual and computerised are maintained accurately at all times.

Where necessary to develop filing systems to meet the needs of the service and ensure these are maintained.

Key Working Relationships

Establish, maintain and develop close working relationships with managers and staff at all levels throughout the Trust and to interact effectively with members of the public as required.

GENERAL REQUIREMENTS

The post holder will be required to

Ensure the Trust’s policy on equality of opportunity is promoted through his/her own actions and those of any staff for whom he/she has responsibility.

Co-operate fully with the implementation of the Trust's Health and Safety arrangements, reporting any accidents/incidents/equipment defects to his/her manager, and maintaining a clean, uncluttered and safe environment for patients/clients, members of the public and staff.

The HSC Code of Conduct for Employees sets out the standards of conduct expected of all staff in the Southern Health & Social Care Trust and outlines the standards of conduct and behaviours required during and after employment with the Trust. Professional staff are expected to also follow the code of conduct for their own professions.

Adhere at all times to all Trust policies/codes of conduct, including for example

Smoke Free policy

IT Security Policy and Code of Conduct

standards of attendance, appearance and behaviour

Contribute to ensuring the highest standards of environmental cleanliness within your designated area of work.

Co-operate fully with regard to Trust policies and procedures relating to infection prevention and control.

All employees of the trust are legally responsible for all records held, created or used as part of their business within the Trust including patients/clients, corporate and administrative records whether paper-based or electronic and also including emails. All such records are public records and are accessible to the general public, with limited exception, under the Freedom of Information act 2000 the Environmental Information Regulations 2004, the Data Protection Act 2018 and General Data Protection Regulations. Employees are required to be conversant with the Trusts policy and procedures on records management and to seek advice if in doubt.

Take responsibility for his/her own ongoing learning and development, including full participation in KSF Development Reviews/appraisals, in order to maximise his/her potential and continue to meet the demands of the post.

Represent the Trust’s commitment to providing the highest possible standard of service to patients/clients and members of the public, by treating all those with whom he/she comes into contact in the course of work, in a pleasant, courteous and respectful manner. Seek to engage and involve service users and members of the public in keeping with the Trust’s Personal and Public Involvement Strategy and as appropriate to the job role.

Available / able to work any 5 days out of 7 over the 24 hour period, which may include on-call / stand-by / sleep-in duties, shifts, night duty, weekends and Public Holidays if required immediately on appointment or at a later stage following commencement in response to changing demands of the service.

This post may evolve over time and this Job Description will therefore be subject to review in the light of changing circumstances and is not intended to be rigid and inflexible but should be regarded as providing guidelines within which the individual works. Other duties of a similar nature and appropriate to the grade may be assigned from time to time.

It is a standard condition that all Trust staff may be required to serve at any location within the Trust's area, as needs of the service demand.

PERSONNEL SPECIFICATION

JOB TITLE: Admin and Clerical Support

DEPARTMENT/LOCATION: Bannvale House, Gilford

Band: 3

HOURS: Full-Time 37.5 hpw

Notes to applicants

You must clearly demonstrate on your application form under each question, how you meet the required criteria as failure to do so may result in you not being shortlisted. You should clearly demonstrate this for both the essential and desirable criteria.

Shortlisting will be carried out on the basis of the essential criteria set out below, using the information provided by you on your application form.

Proof of qualifications and/or professional registration will be required if an offer of employment is made – if you are unable to provide this, the offer may be withdrawn.

ESSENTIAL CRITERIA

SECTION 1: The following are ESSENTIAL criteria which will initially be measured at shortlisting stage although may also be further explored during the interview/selection stage. You should therefore make it clear on your application form whether or not you meet these criteria. Failure to do so may result in you not being shortlisted. The stage in the process when the criteria will be measured is stated below.

Factor

Criteria

Method of Assessment

Qualifications/ Experience

4 GCSEs at Grades A-C including English Language equivalent / higher qualification AND 1 years’ experience in a clerical/ administrative role OR 2 years experience in a clerical/administrative role

Experience in the use of Microsoft Office Word, or equivalent

In addition to the above, please note a small number of posts may require one or more of the following essential requirements. You should demonstrate on your application form if you meet any of the following criteria. For the purposes of this Trustwide exercise the below criteria will not prevent an individual making application but will prevent them from being appointed to those posts which require this.

GCSE Maths Grade A-C or equivalent/higher qualification (as one of the 4 GCSEs)

Experience in the use of Microsoft Excel or equivalent

Experience of minute taking

Hold a full current driving licence valid for use in the UK and have access to a car on appointment

Shortlisting by Application Form

SECTION 2: The following are ESSENTIAL criteria which will be measured during the interview/ selection stage:

Skills / Abilities

Ability to work as part of a Team.

Ability to use own initiative.

Good organisational skills with an ability to prioritise own workload.

Effective communication skills to meet the needs of the post in full.

As part of the Recruitment & Selection process it may be necessary for the Trust to carry out an Enhanced Disclosure Check through Access NI before any appointment to this post can be confirmed.

THE TRUST IS AN EQUAL OPPORTUNITIES EMPLOYER

Successful applicants may be required to attend for a Health Assessment

All staff are required to comply with the Trusts Smoke Free Policy