Admin & Clerical Ward Support (Band 3)

Job details

• Branch: Craigavon Area Hospital (SHSCT)
• Location: Craigavon Area Hosp-Main Building
• Directorate: Children & Young People's Services
• Salary: Band 3 (£24,937 - £26,598)
• Contract Type: Permanent
• Opening Date: 09/09/26
• Closes: Wed, 23 September 2026 @ 4:00 PM
• Interview Dates: TBC

Notes

Online and manual applications accepted. 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 & Clerical Ward Support – Early Pregnancy and GRACE

BAND

Band 3

DIRECTORATE

CYPS & WOMENS

LOCATION

Craigavon Area Hospital

REPORTS TO

Service Administrator

ACCOUNTABLE TO

Operational Support Lead

JOB SUMMARY

The post‑holder will provide an efficient and effective administrative and clerical support service to Consultants, Medical Staff and other Professionals at ward level and work as an integral part of the team within the Antenatal and Gynaecology Service.

Post holder will be expected to work under pressure without direct supervision and be able to manage own workload. As the post holder, he/she will be ward based as frontline personnel of the ward and expected to answer and handle phone calls. He/She must have knowledge working with computer and Microsoft Office. He/She will use EPIC computer-based system alongside other computerised systems.

KEY DUTIES / RESPONSIBILITIES

Operational Delivery

Provide administrative support to Early pregnancy Wards, ensuring all patient activity is accurately recorded and maintained on the EPIC (Encompass) system.

Maintain accurate and up-to-date patient records on EPIC, ensuring all admissions, transfers, discharges, and reasons for delays or complex discharges are recorded in line with Trust requirements.

Provide comprehensive reception and front-of-house support, including managing door systems, answering telephone enquiries, and welcoming patients, relatives, staff and visitors. Ensure patients are checked in appropriately and directed as required, with demographic and contact details updated on EPIC.

Support the coordination of antenatal and gynaecology clinics by preparing clinic lists, booking and managing appointments, issuing appointment letters, and processing cancellations and rebookings.

Use judgement when booking appointments, ensuring the most appropriate slot is allocated. Liaise with consultants, secretaries, and the booking centre where necessary, and contact patients directly (via telephone or MyCare) for shortnotice appointments.

Monitor and manage EPIC work queues throughout the day, ensuring referrals, tasks and patient updates are processed in a timely manner and escalated where required.

Ensure the Daily Appointment Record (DAR) is completed accurately at the end of each day, confirming all patient activity and administrative actions.

Maintain and update ADT reports in line with daily and weekly requirements.

Manage and maintain effective filing and records systems (electronic and paper), ensuring patient information is stored securely, accurately updated, and easily accessible to clinical staff.

Undertake general administrative duties including scanning, photocopying, processing correspondence, collating patient records, and maintaining adequate stock levels of stationery and clinic supplies.

Handle incoming and outgoing mail, ensuring it is sorted, distributed, processed and dispatched promptly in accordance with Trust procedures and confidentiality standards.

Support the effective running of the service by assisting with data collection, generating routine reports, monitoring waiting lists, and supporting audits as required.

Respond to patient and public enquiries in a professional and courteous manner, resolving routine issues and escalating more complex or sensitive matters appropriately.

Prioritise workload effectively, maintaining high standards of accuracy, confidentiality, and flexibility in response to service demands.

Contribute to continuous service improvement by maintaining high standards of quality and supporting the development of efficient administrative processes.

Provide cross-cover for Ward Clerk duties as required, ensuring continuity of administrative support and assisting colleagues during periods of high workload, staff absence or service pressures.

Undertake any other reasonable administrative or clerical duties required to support the effective delivery of the Antenatal and Gynaecology Service.

Information Management

Be responsible for maintaining a robust filing and records management system—both electronic and paper—ensuring that patient information is stored securely, updated accurately, and easily accessible for clinical staff.

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

Key Working Relationships

3. 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.

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 exceptions, under the Freedom of Information Act 2000 the

Environmental Information Regulations 2004, the General Data Protection Regulations (GDPR) and the Data Protection Act 2018. Employees are required to be conversant with the [org name] policy and procedures on records management and to seek advice if in doubt.

Take responsibility for his/her own ongoing learning and development, 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.

This Job Description will 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 AND BAND Administrative Support – Band 3

DEPARTMENT / DIRECTORATE IMWH

HOURS 37.5 hours per week

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 in Section 1 below, using the information provided by you on your application form. Please note the Trust reserves the right to use any desirable criteria outlined in Section 3 at shortlisting. You must clearly demonstrate on your application form how you meet the desirable criteria.

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

1. 4 GCSEs at Grades A-C including English Language and Maths or equivalent /

higher qualification

AND

1 years’ experience in a clerical/

administrative role

OR

2 years’ experience in a clerical/

Shortlisting by

Application Form

Experience in the use of Microsoft Office Word/Excel

Experience in using Computerised Systems.

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.

Interview

DESIRABLE CRITERIA

SECTION 3: The following are additional skills and qualifications which may be required from some posts but will not prevent you from being shortlisted.

1. Reception Experience

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.

Successful applicants may be required to attend for a Health Assessment

THE TRUST IS AN EQUAL OPPORTUNITIES EMPLOYER