Operations Admin Assistant Band 3

Job details

• Branch: Craigavon Area Hospital (SHSCT)
• Location: Craigavon Area Hosp-Main Building
• Directorate: Finance Procurement & Estates
• Functional Area: Estates Services Division
• Salary: Band 3 (£24,937 - £26,598)
• Contract Type: Permanent
• Opening Date: 07/10/26
• Closes: Wed, 21 October 2026 @ 4:00 PM
• Interview Dates: To Be Confirmed

Notes

Online and Manual applications accepted. 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

Administration Assistant Estates Operational Services

BAND

3

DIRECTORATE

Finance, Procurement & Estates

INITIAL LOCATION

Craigavon Area Hospital

REPORTS TO

Administrator/Team Leader

ACCOUNTABLE TO

Estates Senior Administration, Finance & Information Manager

JOB SUMMARY

The post holder will be responsible for the provision of a robust administrative support service for the Estates Professional and Technical Staff.

KEY DUTIES / RESPONSIBILITIES

Operate Micad and the BSTP finance system for raising purchase orders for contractors, and the receipt and processing of invoices for payment and low value purchase card.

Operate the e-procurement system for the requisition of catalogue and non-catalogue items.

Feedback to Micad system of contractor’s invoices.

Operate the fault line for Craigavon and Banbridge urgent calls (a web-based reporting system is in place for routine faults).

Prepare time sheets for Craigavon and Banbridge locality trade staff for Payroll on a weekly/monthly basis.

Assist with the preparation of Annual Reports.

Record and maintain annual leave and sickness records for Estates staff.

Maintain effective communications in writing, by telephone or in person and maintain and develop close working relationships with Service Contractors/Engineers, Carers and Trust staff at all levels.

Attending staff meetings, organising meetings, taking minutes and distribution and dealing with routine enquiries, redirecting queries as appropriate.

Provide administrative support to Estates Professional and Technical staff and Admin Team Leader Manager as required.

Prepare documentation in relation to notice of on-site generator testing and other ad hoc notices of service disruption e.g. bleep maintenance/upgrading, road closures, traffic diversions etc. for onward global email distribution.

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

Undertake a range of administrative duties including personally dealing with routine items.

Prioritise workload in accordance with expected outcomes.

Provide cover for other Admin posts in Estates Services in Daisy Hill Hospital and Trustwide when required.

Continually strive to improve quality standards and procedures within area of responsibility contributing to the on-going desire to improve delivery of services.

Any other duties as may be assigned from time to time.

RAISING CONCERNS - RESPONSIBILITIES

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 the Trust’s ‘Your Right to Raise a Concern (Whistleblowing)’ policy and their professional code of conduct, where applicable.

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.

<September 2025>

PERSONNEL SPECIFICATION

JOB TITLE AND BAND Administration Assistant (Operations) Band 3

DEPARTMENT / DIRECTORATE Estate Services,

HOURS 37.5

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

Experience in the use of Microsoft office products including Word and Excel, or equivalent.

Shortlisting by Application Form

Qualifications/ Registration

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 / administrative role.

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.

Be able to deal with sensitive and confidential issues with tact and diplomacy.

Positive attitude to change and ability to be flexible in approach

Interview

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

All staff are expected to display the HSC Values at all times