School Health Records Officer Band 3

Job details

• Branch: Armagh & Dungannon area (SHSCT)
• Location: John Mitchell Place
• Directorate: Children & Young People's Services
• Salary: Band 3 (£24,937 - £26,598)
• Contract Type: Permanent
• Opening Date: 08/10/26
• Closes: Thu, 22 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

School Health Records Officer

BAND

3

DIRECTORATE

Children & Young People’s Services

INITIAL LOCATION

John Mitchell Place, Newry (required to travel within

The Craigavon and Banbridge area)

REPORTS TO

Administrative Services Manager

ACCOUNTABLE TO

Head of Public Health Nursing

JOB SUMMARY

The post holder will

provide clerical support to maintain records including operation of School Health Records System and Child Health Computer System.

assist professionals i.e. School Nurses, General Practitioners, Education staff in the delivery of regional child health promotion programme by scheduling immunisations, health appraisals, preparing records and recording of outcomes to ensure the integrity and quality of the CHS database.

be the first point of contact for a wide range of Child Health System users and for members of the public making enquiries both in person and by telephone.

be responsible for the on-going maintenance of information on the Child Health System

provide admin support to the School Nursing Team Managers as required.

assist with the delivery/ collection / processing of consent forms to and from schools in the Newry and Mourne area.

assist with data entry of flu vaccinations for post and primary school flu vaccinations for Newry and Mourne area.

KEY DUTIES / RESPONSIBILITIES

Operational Delivery

To ensure that work for which responsible is processed in a timely manner in accordance with agreed performance standards.

To prioritise workload in accordance with expected outcomes.

Deal with routine queries, referring to more senior staff when necessary.

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

To ensure that a school record is prepared for each child and brought forward each year to the appropriate class / school during the child’s primary secondary education.

Prepare schedule, print and class screening of vision, audio and school examinations for the School Nurse

Schedule, print and class all Secondary school children due vaccinations in Year 9, Year 11 and also any children who missed out the previous year (mop up).

To ensure that all vaccination and immunisation details are recorded against each individual child record including consent, this is particularly important so that children are called for the correct immunisation.

Contributing to the smooth transition of changes in the regional childhood immunisation programmes, schedules and participation in the catch- up programmes e.g., Men C

Responsible for compiling a child health record for children who move into the area from the accession states and being aware of the various immunisation schedules in the different countries.

Code significant conditions and congenital malformations diagnosed by the Medical Team using the International Classification of Diseases Version 10 coding books.

Provide administrative support and assistance to the School Nursing Team in schools with the implementation of the core programme.

Responsible for processing School Health Records for children who have moved in/out of the Trust area.

Responsible for responding to verbal and written queries from the public and professionals for information on health-related issues in accordance with the Data Protection Act and Departmental policies.

Responsible for bringing to the attention of the Child Health System Manager any discrepancies found in the Child Health System.

Requesting stock stationery and ordering all the relevant CHS forms.

To provide relief cover for other clerical staff as required

Running enquiries within set parameters and producing various statistics.

Carry out a range of duties relating to records i.e. logging, filing, archiving, retrieval, tracking and dissemination.

Undertake any other duties appropriate to the position and grade which may be assigned from time to time in light of developments.

Information Management

To ensure that all systems used both manual and computerised are maintained accurately at all times.

Where necessary to develop filing systems to meet the needs of the service and ensure these are maintained.

Liaise with Board’s Child Health System Manager for completion of annual returns and other departmental statistics.

Key Working Relationships

Establish, maintain and develop close working relationships with managers and staff at all levels throughout the Trust and to interact effectively with members of the public as required.

Attend relevant meetings.

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.

PERSONAL AND PUBLIC INVOLVEMENT RESPONSIBILITIES (PPI)

Involve patients, clients, carers and the wider community where relevant, in developing, planning, delivering and evaluating our services in a meaningful and effective way, as part of the Trust’s ongoing commitment to Personal Public Involvement (PPI) and Co-Production. Further information is available at engage.hscni.net

GENERAL REQUIREMENTS

The post holder will be required to

Ensure the Trust’s policy on equality of opportunity is promoted through their own actions and those of any staff for whom they have responsibility.

Co-operate fully with the implementation of the Trust's Health and Safety arrangements, reporting any accidents/incidents/equipment defects to their 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 Trust’s policy and procedures on records management and to seek advice if in doubt.

Take responsibility for their own ongoing learning and development, in order to maximise their 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 they come 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.

PERSONNEL SPECIFICATION

JOB TITLE / BAND

School Health Records Officer, Band 3

DEPARTMENT / DIRECTORATE

Public Health Nursing, School Health Records, C&YP, John Mitchell Clinic, Newry

HOURS

22.5 hours per week

Applicants must clearly detail in their answers that they have the required level of qualification/ experience. Answers of Yes will not be sufficient to be shortlisted.

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

Qualifications/ Experience

4 GCSEs at Grades A-C (including English Language) or equivalent/higher qualification AND 1 years’ experience in a clerical/administrative role.

OR

2 years’ experience in a clerical/administrative role.

Shortlisting by Application Form

Experience

Experience in using Microsoft packages to include Word, Excel and Outlook.

Other

Hold a current full driving licence which is valid for use in the UK and have access to a car on appointment. This criteria will be waived in the case of applicants whose disability prohibits driving but who have access to a form of transport approved by the Organisation which will permit them to carry out the duties of the post.

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

Skills / Abilities / Knowledge

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.

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

Desirable Criteria Number

D 1

D 2

Working experience of Microsoft Excel

GCSE Maths (Grade A-C) or equivalent/Higher qualification

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.

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.

THE TRUST IS AN EQUAL OPPORTUNITIES EMPLOYER

Successful applicants

may be required to attend for a Health Assessment

can expect to be placed at the minimum point of the pay scale, although a higher starting salary, within the range of the pay band may be available if the person appointed has experience relevant & equivalent to the post. If the successful candidate is an existing HSC employee moving to a higher band, AfC Pay on Promotion will apply.

are able to request Flexible Working from the 1st day of their employment. A number of flexible working provisions are offered by all HSC Organisations including Full-time working, Fixed working patterns, Part-time working, Flexi-time, Compressed/elongated hours, Average hours working patterns, Term-time working, Job-share or Homeworking for some or all of the working pattern, depending on the role being undertaken. Successful applicants are encouraged to discuss with their manager what Flexible Working provisions may be available in the role they are taking up, prior to commencing employment, to help them achieve a positive Work/Life Balance.