Admin Assistant, Band 3

Job details

• Branch: Belfast HSCT
• Location: CITY WAY DAY CENTRE
• Salary: Band 3 (£24,937 - £26,598)
• Contract Type: Permanent
• Opening Date: 07/10/26
• Closes: Wed, 21 October 2026 @ 3:30 PM
• Interview Dates: To be confirmed

Notes

We accept online applications only “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

POST: Admin Assistant

LOCATION: City Way Day Centre

BAND: 3

REPORTS TO: Admin Lead

RESPONSIBLE TO: Administration Manager

HOURS 30 per week

JOB SUMMARY

The post holder will be required to provide an efficient and effective administrative support service to the Assistant Service Manager to include word processing and diary management as required. In some roles this may also include the accurate transcription of communications from audio tape. The post holder may also be the first point of contact for members of the public making enquiries both in person and by telephone.

MAIN RESPONSIBILITIES

Undertake a range of admin support duties including, updating IT systems, answering phone calls, personally dealing with routine items, provision of typing and admin support to the Service Manager

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

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

Arrange and attend meetings, taking minutes, typing and distribution of same

Ensure that all systems used both manually and electronically are maintained in an accurate and timely way and in accordance with local policies and procedures

Assist in the production/collation of statistics, as required

Participate in quality assurance exercises

Participate in the development of local policies and procedures, as appropriate

Participate in cash handling duties as and when required

Maintain adequate supplies of stock and stationary, as required

Ensure that work for which responsible if processed in a timely manner in accordance with agreed performance standards

Establish, maintain and develop close working relationships with Assistant Service Managers and staff at all levels throughout the BHSCT and interact effectively with members of the public as required

Maintain standards of confidentiality regarding all information held in respect of service users and professional staff

Prioritise workload in accordance with expected outcomes

Provide cover for staff during periods of sick/annual leave, as required

Such other duties as appropriate

General Responsibilities

Employees of the Trust are 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.

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 the Health and Safety Policies and Statutory Regulations.

Adhere to Equality and Good Relations duties throughout the course of their employment.

Ensure the ongoing confidence of the public in-service provision.

Maintain high standards of personal accountability.

Comply with the HPSS Code of Conduct.

Records Management

All employees of Belfast Health & Social Care Trust are legally responsible for all records held, created or used as part of their business within the Belfast Health and Social Care Trust, including patient/client, corporate and administrative records whether paper based or electronic and also including e-mails. All such records are public records and are accessible to the general public, with limited exceptions, under the Freedom of Information Act 2000, the Environment Regulations 2004 and Data Protection Act 1998. Employees are required to be conversant with the Belfast Health and Social Care Trust policy and procedure on records management and to seek advice if in doubt.

Environmental Cleaning Strategy

The Trusts Environmental Cleaning Strategy recognizes the key principle that “Cleanliness matters is everyone’s responsibility, not just the cleaners” Whilst there are staff employed who are responsible for cleaning services, all Trust staff have a responsibility to ensure a clean, comfortable, safe environment for patients, clients, residents, visitors, staff and members of the general public.

Infection Prevention and Control

The Belfast Trust is committed to reducing Healthcare associated infections (HCAIs) and all staff have a part to play in making this happen. Staff must comply with all policies in relation to Infection Prevention and Control and with ongoing reduction strategies. Standard Infection Prevention and Control Precautions must be used at all times to ensure the safety of patients and staff.

This includes:-

Cleaning hands either with soap and water or a hand sanitiser at the appropriate times (WHO ‘5 moments’);

Using the correct ‘7 step’ hand hygiene technique;

Being ‘bare below the elbows’ when in a clinical environment;

Following Trust policies and the Regional Infection Control Manual (found on intranet);

Wearing the correct Personal Protective Equipment (PPE);

Ensuring correct handling and disposal of waste (including sharps) and laundry;

Ensuring all medical devices (equipment) are decontaminated appropriately i.e. cleaned, disinfected and/or sterilised;

Ensuring compliance with High Impact Interventions.

Values

The Belfast Trust aims to recruit staff not only with the right skills but also with the right values to ensure the delivery of excellent patient care and experience. Staff will be expected to be committed to provide safe, effective, compassionate and person centred care by:-

Treating Everyone with Dignity and Respect

Displaying Openness and Trust

Being Accountable

Being Leading Edge

Maximising Learning and Development

By embedding the above values we will make a significant contribution to the delivery of the Trust’s Vision.

Personal Public Involvement

Staff members are expected to involve patients, clients, carers and the wider community where relevant, in developing, planning and delivering our services in a meaningful and effective way, as part of the Trust’s ongoing commitment to Personal Public Involvement (PPI).

Please use the link below to access the PPI standards leaflet for further information.

http://www.publichealth.hscni.net/sites/default/files/PPI_leaflet.pdf

Clause: This job description is not meant to be definitive and may be amended to meet the changing needs of the Belfast Health and Social Care Trust.

PERSONNEL SPECIFICATION

BASED AT: City Way Day Centre

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

Experience / Qualifications / Registrations

4 GCSE’s at grade C or above to include English Language or equivalent qualification and two year’s administrative experience

Or

NVQ Level II in Administration

A minimum of one year’s administrative experience

Shortlisting by Application Form

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

EXPERIENCE

Experience in the use of Microsoft office products

Experience of minute taking

Effective communication skills

Experience working in a team to provide effective.

Assessed at interview

KNOWLEDGE & SKILLS

Ability to work as part of a team

Ability to use own initiative

Good organisational skills with an ability to prioritise own workload

Flexibility to work in a changing environment

Assessed at Interview

DESIRABLE CRITERIA

SECTION 3: These will ONLY be used where it is necessary to introduce additional job related criteria to ensure files are manageable. You should therefore make it clear on your application form how you meet these criteria. Failure to do so may result in your not being shortlisted

Desirable

Minimum of 1 years’ experience in admin role

Application Form

NOTE

Where educational/professional qualifications form part of the criteria you will be required, if shortlisted for interview, to produce original certificates, and one photocopy of same, issued by the appropriate authority. Only those certificates relevant to the shortlisting criteria should be produced. If educational certificates are not available an original letter and photocopy of same detailing examination results from your school or college will be accepted as an alternative.

If successful you will be required to produce documentary evidence that you are legally entitled to live and work in the United Kingdom. This documentation can be a P45, payslip, National Insurance Card or a birth certificate confirming birth in the United Kingdom or the Republic of Ireland. Failure to produce evidence will result in a non appointment.

HSC Values

Whilst employees will be expected to portray all the values, particular attention is drawn to the following values for this role