BHSCT - Band 4 Administrative Support Officer

Job details

• Branch: Belfast HSCT
• Location: RVH
• Salary: Band 4 (£27,485 - £30,162)
• Contract Type: Permanent
• Opening Date: 14/08/26
• Closes: Fri, 28 August 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: Administrative Support Officer

LOCATION: RVH Urgent & Emergency Care

BAND: Band 4

REPORTS TO: Administration Manager

RESPONSIBLE TO: Administrative Service Manager

Job Summary / Main Purpose

To provide comprehensive administrative support to the Emergency Medicine Medical Education Faculty, supporting postgraduate education for non-training medical staff and assisting with undergraduate education coordination. The postholder will support the effective organisation, monitoring and documentation of educational activities, training records and faculty processes, while acting as a central administrative point of contact for education-related matters. In addition, the postholder will contribute to the wider administrative support of the department, undertaking general administrative and typing duties and providing cover for absent administrative colleagues to ensure continuity of service.

For each of the following, the postholder will.

Main Duties / Responsibilities

1. Education Administration

Provide daytoday administrative support for postgraduate education activities relating to nontraining medical staff, including longterm locums, clinical fellows, specialty doctors, specialist doctors and consultants, in accordance with established procedures.

Act as a central administrative contact point for educationrelated queries, managing a dedicated education email inbox and responding to routine enquiries or referring complex issues to the appropriate senior staff member.

Maintain and update the Emergency Medicine Medical Education diary/calendar, ensuring accuracy and timely communication of education events.

Develop, maintain and update electronic and manual databases relating to nontraining medical staff, ensuring records are accurate, uptodate and accessible to authorised users.

Maintain training and compliance spreadsheets, monitoring documentation and certification expiry dates and escalating exceptions in line with agreed processes.

Disseminate annual teaching allocations and maintain records of teaching commitments as directed by the Education Faculty.

2. Faculty Coordination and Administrative Support

Maintain uptodate records of clinical supervisors and mentors within the Emergency Medicine department.

Provide administrative support to supervisor and mentor meetings, including scheduling meetings, preparing documentation, and recording agreed actions.

Support the administration of Emergency Medicine Education Committee meetings by

Arranging meetings and venues

Circulating agendas and papers

Taking accurate minutes

Maintaining action logs and decision records

Ensure that all committee documentation is stored and managed in line with Trust information governance policies.

3. Teaching Programme Administration

Act as the first point of contact for routine teaching administration matters, including attendance queries, escalating issues where required through agreed pathways.

Distribute pre and postteaching feedback surveys and collate responses for review by senior education staff.

Issue attendance certificates following teaching sessions, in line with established templates and procedures.

Upload teaching presentations and educational materials to the department’s learning platform, ensuring version control and appropriate access.

Ensure educational resources and materials are displayed in designated staff areas in line with departmental guidance.

Monitor the age of educational presentations and alert senior staff when materials are approaching review timelines (for example, 36 months from original development).

4. Simulation and Education Resources

Coordinate bookings and maintain signin and signout records for the simulation room and associated educational equipment.

Carry out routine stock checks of simulation and education resources and report shortages or equipment issues to the appropriate contact.

Liaise with housekeepers and other support services to ensure rooms and resources are appropriately prepared for teaching activities.

5. Undergraduate Education Support

Provide administrative support for undergraduate medical education activities within Emergency Medicine.

Assist the Emergency Medicine Undergraduate Lead with coordination of student placements, teaching timetables and associated documentation.

Maintain undergraduate teaching and placement records in line with agreed procedures and data protection requirements.

6. General Administrative Responsibilities

Prioritise and manage own workload within agreed timescales, seeking guidance where workloads or priorities change.

Use initiative to resolve routine administrative problems, referring nonroutine or complex matters to senior administrative or education staff.

Contribute to the continuous improvement of administrative processes within the education service.

The post holder will contribute to the effective supervision and development of clerical staff.

Assist with a range of day-to-day administrative and typing duties across the department as required, including providing cover for absent administrative colleagues to ensure the effective continuation of services.

This job description is an outline of the post as it is currently perceived by the Trust and may be subject to review as a result of development of this new service.

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

JOB TITLE / BAND: Administrative Support Officer

DEPT / DIRECTORATE: Unscheduled Care

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. 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.

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

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

OR 4 GCSEs at Grades A-C including English or English Language (excluding English Literature) and Maths or equivalent / higher qualification AND 2 years’ experience in a clerical / administrative role² at band 3

OR 3 years’ experience in a clerical / administrative role at band 3

Experience in the use of Microsoft office products including Word, Excel, Powerpoint

Ability to work as part of a Team

Ability to use own initiative

Ability to identify problems and recommend appropriate solutions.

Effective Planning & Organisational skills with an ability to prioritise own workload

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

Shortlisting by Application Form

Other (e.g. Driving etc.)

N/A

Knowledge

Skills

Abilities

And / Or

Interview / Test

DESIRABLE CRITERIA

Desirable criteria 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. Failure to do so may result in you not being shortlisted.

Other

(e.g. Knowledge

Abilities)

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