BHSCT - Administrative Supervisor - Band 4

Job details

• Branch: Belfast HSCT
• Location: Ballyowen Complex, The Flat
• Salary: Band 4 (£27,485 - £30,162)
• Contract Type: Permanent
• Opening Date: 18/09/26
• Closes: Fri, 02 October 2026 @ 4:30 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: Administrative Supervisor

LOCATION: Eastern Board Child Health Bureau office Ballyowen Complex, The Flat 179 Andersonstown Belfast BT11 9EA

BAND: Band 4

REPORTS TO: Child Health System Manager

RESPONSIBLE TO: Performance Management and

Services improvement (Childrens community services)

Type of Contract: Permanent

Hours: 18 hour 45 minuntes Wednesday pm 1:15pm - 5.00 pm, Thursday and Fri all day 9.00 am to 5.00 pm.

Job Summary / Main Purpose

The post holder will play a key role within the CHS Bureau Department. Specifically, he/she will support the System Manager in the ongoing development and day-to-day management of the Child Health System and in the provision of quality and timely information to meet various requests.

The Bureau services are responsible for the collection of Birth Notification, neonatal discharge information, distribution of Health visitor Labels, processing outcomes from antenatal notification's, maintenance of reference files and log reports and the production of all standard statistical, operational and ad hoc reports from Child Health System. Data comes from electronic and manual sources and is appropriately processed. The System Supervisor would be responsible for the smooth day-to-day running of the office. They would also assist in auditing and validating the database, assisting in maintenance and updating of the reference files. Logging faults and troubleshooting them before passing them onto the fault desk

The postholder will support and when required deputies for the Child Health Manager in the smooth running of the operational procedures of the 7 modules of the Child health system (CHS) to ensure the integrity and quality of the CHS database, to support users throughout the Belfast Trust and the Southeastern trust area, assist the CHS Manager in relation to upgrade and development of software. They will also support the Child Health Manager in delivering a range of system management and information system support services, on a regional basis, and in the development, maintenance and implementation of policies and procedures regarding development, operation and use of the CHS.

Main Duties / Responsibilities

1. To support the System Manager in the day-to-day management of staff within the department as required.

2. To assist the System Manager in ensuring all aspects of data/system security are maintained and monitored.

3. To participate in data quality exercises to maintain the quality of information recorded on the information system.

4. To undertake the extraction, collation, interpretation and presentation of information to meet the needs of the Trust and DHSSPS etc.

5. To assist the System Manager in the preparation of user requirement specifications for minor system developments. To also assist the System Manager with the specification and development of interfaces with other systems.

6. To assist the System Manager in the testing and implementation of new releases of software.

7. To assist the System Manager in the management of system documentation such as suppliers' manuals, procedures documents, training materials and the data dictionary.

8. To assist the System Manager in the development, production and implementation of policies, procedures and protocols relating to the system.

9. To assist the System Manager with the delivery of training on system-related issues.

10. To act as a point of contact for the system, both internally and with the system supplier.

11. To work closely with the IT Helpdesk in the logging, tracking and resolution of system faults and performance issues

12. Consolidated server maintenance for all BHSCT & SEHSCT trust staff this includes;

Creating Unix password

Application management, use of consolidated server

Printer Maintenance

Creating passwords for both Trust's and developing user access tailored to each individual

Disabling passwords for staff who have left

Reset passwords for all users

Assigning CHS screens according to Users access requirements

Password re-enablement for all CHS users including Southeastern and including viewing access to Health visitors, social works and newborn hearing screeners etc.

13. To work as a member of the CHS function for systems support, which will include technical trouble shooting and ensuring that the appropriate technical solutions are applied at all times.

14. Support the CHS Manager in the ongoing implementation of the CHS national policies and standards for Newborn Bloodspot screening, ensuring completeness of coverage by monitoring and quality assurance processes, ensure information is communicated to the appropriate staff. Create and validate weekly Newborn Failsafe report and liaise with Laboratory Information System to produce a turnaround document which is then forwarded to the appropriate managers within both (BHSCT and SEHSCT) trust.

15. Responsible for Reference File maintenance to include Maintaining GP clinics including, temporary variation for GP clinics, Adhoc and block cancellation of clinics, adding and removing of patients for clinics and changing appointment times and vaccination courses.

16. Responsible for providing non-clinical information to members of the public via direct contact in relation to vaccinations & and typing letters for patients who phone and request this information, dealing with requests for vaccination information in a timely manner for patients and services users.

17. Have an understanding of a range of computer systems, which includes Microsoft Office, Health and Care System and Consolidated Server and business objects.

18. Ensure the registration of all births, discharges and Newborn bloodspot results and the day-to-day running of CHS

19. Contribute to formulation of policy within the department as appropriate

20. Have direct contact with members of the public to deal with vaccination queries in a courteous and professional manner

22. Support the Trust in the management of Looked After Children (LAC) in line with Trust guidance and take responsibility for the transfer of Child Protection records/LAC notes to local offices within BHSCT and SEHSCT. Ensure CHS is updated with all relevant information and appropriate staff have been informed.

23. Support/Assist the CHS Manager in awareness and training for users on a trust wide basis, including the photocopying of appropriate training materials as and when required.

24. Support the CHS Manager in the development, quality assurance, testing and implementation of CHS information system enhancement, new software, new modules etc, within both Trusts (BHSCT and SEHSCT). Support the CHS manager in ensuring a quality assurance and review process is maintained at all stages of development of the system.

25. Support the CHS Manager daily to ensure the integrity and quality of the database through monitoring processes/ quality assurance activities and to follow-up on missing information. Advise users on an area wide basis of protocols and best practice and make recommendations to CHS Manager for improving the quality of the database.

26. Support the CHS Manager in providing an Adhoc information service, in line with the CHS protocols for information requests, ensuring high standards of confidentially are maintained with regards to production and use of information with particular regard to Data Protection Act 1998. Freedom of information, other legislation and HPSS directives and guidance.

27. Printer request troubleshooting/management for Belfast trust users, which includes clearing queue's, re-enabling passwords, cancelling print jobs and reporting SEHSCT faults to appropriate bodies for onward maintenance.

28. Supervision and training of staff In relation to CHS system and departmental procedures. Process Annual Leave and sick Leave and take appropriate action, when needed in relation to performance related issues.

29. Prioritising and changing workload if necessary to meet office deadlines

30. Responsible for maintaining stock control and security of stock

31. Responsible for ICD clinical coding when processing Birth notifications and neo-natal discharge forms.

32.Keeping up to date with JVCI vaccination programme, to have required knowledge for learning the new vaccination programme for pre-school and school age children. Have a working knowledge of and adhere to Heb B protocol.

33. Point of contact to resolve complaints from members of the public and other bodies in regard to Child Health System

34. The Post holder will be responsible for ensuring the accuracy and inputting of data for prolonged periods during the day.

35. Prioritise workload and deal with unexpected deadlines that may arise

36. Deal with a wide range of professionals to include Health visitors, social workers, GP's as a priority in providing accurate information daily

37. To comply with all relevant legislation, policies and procedures for data security and confidentiality, to preserve the integrity of all trust information and prevent unauthorised access to Trust information systems. The post holder will liaise with other sections and departments as necessary in the reporting and managing of security incidents.

38. To liaise closely with all third-party hardware, software and service providers, ensuring compliance with all relevant service level agreements and/or /contracts.

39.The post holder is responsible for overseeing Newborn blood spot interfaces including accessing the daily file, seek bespoke solutions to troubleshoot pending results, interpret results from interfaces and decide the best and most appropriate pathway for further referral. Source information from other departments in relation to bloodspot, printing and processing bloodspot reports on a daily basis and distribute results to local offices and all boards including Northern board, Western board and Southern Board.

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.

The post holder will promote and support effective team working, fostering a culture of openness and transparency. The post holder will ensure that they take all concerns raised with them seriously and act in accordance with Belfast Trust's Whistleblowing Policy and their professional code of conduct, where applicable.

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.

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).

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

1. HNC/HND or equivalent/higher qualification in an administrative field AND 1 years' experience in a clerical/administrative role

OR

4 GCSE'S at Grades A-C including English or English language and Mathematics or equivalent/higher qualification AND 2 years' experience based in administration and working knowledge of the Child Health System

3 years' experience in an administration role with a minimum of 1 year in an administration supervisory role and working knowledge of the Child Health System

Shortlisting by Application Form

Experience in the use of Microsoft Office - specifically Word and Excel applications as well as experience of use of other computer systems

Experience of working as part of a team and ability to use own initiative

And

Interview / Test

Working knowledge of Business objects and reporting within the Child Health System to include daily and weekly bloodspot reports

And / Or

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.INCLUDE the following section Only Where Relevant for Senior Posts i.e. Band 8a or above

Healthcare Leadership Competencies

Candidates who are shortlisted for interview will need to demonstrate at interview that they have the required competencies to be effective in this demanding leadership role.

The competencies concerned are set out in the NHS Healthcare Leadership Model, details of which can be found at:

http://www.leadershipacademy.nhs.uk/resources/healthcare-leadership-model.

Particular attention will be given to the following

Inspiring shared purpose

Leading with care

Evaluating information

Connecting our service

Sharing the vision

Engaging the team

Holding to account

Developing capability

Influencing for results

HSC Values

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