Administration Assistant Band 3

Job details

• Branch: Belfast HSCT
• Location: Trust wide
• Salary: Band 3 (£24,937 - £26,598)
• Contract Type: Permanent
• Opening Date: 20/08/26
• Closes: Thu, 03 September 2026 @ 4:30 PM
• Interview Dates: TBC

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: Administration Assistant, Psychological Services

LOCATION: BHSCT – Department of Clinical Psychology

BAND: 3

REPORTS TO: Administration Manager, Psychological Services

RESPONSIBLE TO: Service Manager, Psychological Services

Job Summary / Main Purpose

The post holder will provide timely, accurate and up-to-date administrative support within the Psychological Services Team

Main Duties / Responsibilities

For each of the following, the post holder will;

Effectively deal with telephone calls from patients, relatives, parents/carers, hospital teams, community teams and general practitioners and other individuals or organisations, taking messages, ensuring follow-up and resolving any problems as appropriate.

Deal with all visitors to the department in a courteous and friendly manner.

Facilitate communication within the department by liaising with relevant staff, other departments and facilities as necessary, e.g. requesting information, reporting faulty or broken equipment to Estates Services.

Register all referrals onto ENCOMPASS, process partial booking letter’s when required, update and check systems for required information in a timely manner complying with Integrated Elective Access Protocol (IEAP), updating team work queues accordingly

Prioritise own workload with assistance from the Administration Officer as and when necessary to meet deadlines

Type letters, reports, memorandums and minutes as required. A high level of word processing skills are required and the post holder will also be required to have skills on Microsoft Office software , Outlook , Excel and other packages as and when required.

Format all reports/letters to be distributed on behalf of the team in a timely manner.

To support team members in the preparation and distribution of materials and resources required for presentations, training purposes and other events. This may include laminating, binding, photocopying and stapling.

To take responsibility for organisational elements relating to meetings, stationary/office supplies e.g. booking venues, ensuring equipment is available and resources are prepared, ordering via e-procurement.

To organize, manage and maintain filing systems both manually and electronically

General office duties will be part of the role of the post holder i.e. processing of incoming and outgoing mail, maintenance of a tidy and organised office, distributing information and dealing with queries from staff.

To consistently contribute towards maintaining a positive environment and good team morale.

To be responsible for the reporting of faults or risks within the working environment in line with Trust Procedures.

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.

Information Governance

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, the General Data Protection Regulation (GDPR) and the Data Protection Act 2018.

Employees are required to be conversant and to comply with the Belfast Health and Social Care Trust policies on Information Governance including for example the ICT Security Policy, Data Protection Policy and Records Management Policy and to seek advice if in doubt.

For further information on how we use your personal data within HR, please refer to the Privacy Notice available on the HUB or Your HR

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 were 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).

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 need to the Belfast Health and Social Care Trust.

PERSONNEL SPECIFICATION

JOB TITLE / BAND: Administration Assistant / Band 3

DEPT / DIRECTORATE: Psychological Services/ Mental Health, Intellectual Disability & Psychological Services Directorate

Notes to applicants

1. 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.

2. 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. Please note the Trust reserves the right to use any desirable criteria outlined below at shortlisting. You must clearly demonstrate on your application form how you meet the desirable criteria.

3. 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

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 Registration

4 GCSEs at Grades A-C / 4-9 including English Language

OR

NVQ level 2 Administration

2 year’s administrative/clerical experience**

** admin/clerical experience is defined as experience in an office-based environment

Shortlisting by Application Form

Skills / Abilities

Good organisational skills and time management skills

Ability to work on own initiative and prioritise workload to meet deadlines

Ability to maintain confidentiality

Good oral and written communication skills

Ability to work flexibly and as part of a team

Good working knowledge of computer packages, e.g. Microsoft Office software, Outlook, Excel and PowerPoint

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

Knowledge

Ability to set up and maintain effective filing systems

Good working knowledge of setting up and monitoring databases

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 you not being shortlisted.

Experience Qualifications

Experience in the effective use of office admin systems such as diary management

Experience of dealing with the general public, handling difficult situations

Experience of minute taking

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.

Where a post involves working in regulated activity with vulnerable groups, post holders will be required to register with the Independent Safeguarding Authority