SEHSCT Workforce Co-ordinator Band 5

Job details

• Branch: Downpatrick Area (SEHSCT)
• Location: Downshire Hospital, Main Building
• Salary: Band 5 (£31,049 - £37,796)
• Contract Type: Permanent
• Opening Date: 23/07/26
• Closes: Thu, 06 August 2026 @ 5:30 PM
• Interview Dates: TBC

Notes

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: Workforce Coordinator, Children’s Disability Service

BAND: 5

DIRECTORATE: Children’s Services

INITIAL LOCATION: Downshire Hospital, Main Building

REPORTS TO: Head of Service, Children with a Disability

ACCOUNTABLE TO: Assistant Director, Children with a Disability

JOB SUMMARY

The post-holder will work independently within delegated authority, using initiative and sound judgement to make decisions and undertake a central role in the management and co-ordination of workforce planning within the Children with a Disability Service, with specific responsibility for recruitment activity and workforce planning.

The post-holder will be expected to develop and maintain systems, and provide regular management information reports to ensure efficiency and effectiveness of recruitment of both staff and volunteers, whilst ensuring robust governance arrangements are in place to support the service effectively. This will involve maintaining close working relationships with Senior Managers across the Teams. There will also be a requirement to work in liaison with the Human Resources Retained Recruitment team.

The post-holder will be required to develop a strong working knowledge and practical experience of the roles and functions of the Manager’s Self Service (MSS) function of the Trust’s Human Resources Pay & Travel System (HRPTS), specifically in relation to Recruitment and Organisational Structures, and be the first point of contact for practical recruitment advice and guidance across the teams.

The post requires interaction with Social Work Team Leaders, Social Work Service Managers, and Senior Managers within the Trust and other business service areas including; Recruitment Shared Services the Human Resources Department and the Finance Department.

KEY DUTIES / RESPONSIBILITIES

Service Delivery

Develop systems to track and monitor arrangements in relation to vacancies to ensure that all aspects are dealt with promptly and effectively, escalating matters as necessary.

Coordinate end to end recruitment activity in line with workforce plans and service requirements

Coordinate vacancy approvals, requisitions, shortlisting and interview scheduling.

Provide advice and support to managers on the process involved for recruitment, including large multi-panel recruitment exercises to ensure the timely completion of these processes.

Draft trawl notices/ Expressions of Interest for approval by Head of Service, circulate these and co-ordinate responses and arrangements for interviews. The post-holder will liaise closely with the Retained Recruitment Team and terms and conditions within Human Resources, in relation to advice and guidance that is consistent with good practice and relevant legalisation.

Lead on advertising caring and volunteering roles through coordinating a range of recruitment/ promotional events and activities, answering queries from new potential carers/ volunteers

Work collaboratively with Fostering and Early Intervention/ prevention colleagues as well as SEHSCT Volunteer Services to develop volunteering role descriptions and recruit appropriate carers and volunteer befrienders to support children with disabilities and their families

Support Short Break carers and volunteers to complete necessary recruitment processes including the facilitation of Access NI checks, medicals and references.

Deliver Human Resources recruitment training / update training where applicable for relevant staff across the Safeguarding Teams.

Liaise directly with relevant service managers to ensure recruitment exercises are processed as quickly as possible, proactively identifying potential problems and barriers in the recruitment process and ensure solutions are implemented which prevent or minimise unnecessary delays.

Organise start dates and contract variations with relevant Line Manger or team.

Assist managers in resolving queries escalated from Finance in relation to staffing establishments/ budgets, Business Shared Services and Human Resources.

Ensure that a professional service is delivered at all times.

Waiting list coordination.

Log e-requisitions via HRPTS and follow up where there are delays.

Monitor recruitment and follow up on pre-employment checks to support timely onboarding.

Coordinate and monitor staff appointments, inductions – liaising with managers accordingly and providing summaries and reports as appropriate.

Completion of agency staff returns and monitoring of same.

Lead on recording, monitoring and coordination of voluntary transfers.

Lead on monitoring of absence and vacancies throughout the service, to include early identification of staffing requirements.

Analyse workforce information and provide reports to assist Senior Managers with the forward planning for staffing across the teams.

Coordinate workforce statistics for reporting to SPPG

Take a lead role in developing innovative solutions to manage the induction and mandatory training requirements for Bank only staff.

Undertake any other duties appropriate to the band that may be assigned from time to time by Senior Managers that assists with service development and improvement.

Management of stationery stock levels to ensure levels of stock are adequately maintained ensuring the effective and efficient use of all resources in order to evidence value for money.

Monitoring, Information Management and Reporting

Ensure systems are in place to closely track/ monitor all vacancies within the Children with a Disability Service, providing regular reports to Senior Managers as required and participation at meetings

Ensure that accurate information is provided to Finance, Business Shared Services, Human Resources and Senior Managers to facilitate the production of accurate reporting

Collate reports and analyse trends to pro-actively escalate themes and issues to Senior Managers to inform improvement initiatives

Knowledge and ability to guide and support managers with queries relating to HRPTS specifically in relation to Recruitment and Organisational Management/ Structures and where required the processing of recruitment administration i.e. Notification of Change, Notification of Terminations, New Start Forms etc.

Use Trust-wide and departmental computer technology in line with the Trust’s Information and Communications Technology Strategy

Routine use of Microsoft Packages (Word, Excel and PowerPoint) in the course of daily duties

Communication

Develop and maintain effective and positive working relationships and partnerships with internal and external stakeholders using appropriate communication methods

Act as the point of contact for workforce support to managers within the Children with a Disability Service

Development and Innovation

Support change management within the Children with a Disability Service in relation to workforce data analysis

Participate and assist in the development of future workforce projects with the Children with a Disability Service

Participate in developing, implementing, monitoring and reviewing policies, procedures and protocols.

Identify workforce training needs of managers

Take responsibility for own performance and take action to address identified personal development areas

Participate in the recruitment and selection of employees as required

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 South Eastern HSC Trust are legally responsible for all records held, created or used as part of their business within the South Eastern HSC 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 South Eastern HSC Trust’s 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.

eHealth

The South Eastern Health & Social Care Trust has invested in eHealth to deliver better, faster, safer care to our community and is committed to supporting staff to utilise associated information systems that directly and indirectly inform care. Trust staff are therefore required to commit sufficient time to ensure that they acquire and/or retain the core technology skills required to support their role.

Personal and Public Involvement (PPI)

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 and Public Involvement (PPI).

Please use the link below to access the PPI standards leaflet for further information. PPI_leaflet.pdf (hscni.net)

July 2026

PERSONNEL SPECIFICATION

JOB TITLE Workforce Coordinator

DEPARTMENT / DIRECTORATE Children’s Disability Service

SALARY Band 5

HOURS 37.5

Ref No: 55794809 July 2026

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

Qualifications/ Experience

University degree or recognised professional qualification in a business/ administrative related field AND 1 years relevant administrative* experience working within Children’s Services

OR

HNC/HND or equivalent AND 3 years relevant administrative* experience

OR

4 years relevant administrative* experience at band 4 or above.

*Relevant administrative experience needs to consist of the following

Working knowledge of electronic information systems including SharePoint and databases, inputting and extraction of information.

Analysis, interpretation and presentation of statistical information.

Experience of recording detailed notes in complex meetings, specifically in relation to Trust employment policies.

Shortlisting by Application Form

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 Trust which will permit them to carry out the duties of the post.

Shortlisting by Application Form

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

Skills / Abilities

Have effective communication and interpersonal skills to meet the needs of the post in full and to establish good professional working relationships

Have excellent organisational skills and the ability to work within tight timescales with limited resources

Ability to work on own initiative and as part of a team

Ability to organise and prioritise own workload

Demonstrate the ability to be flexible and adaptable when working in a changing environment

Interview / Test

Knowledge

Knowledge of SEHSCT Children’s Services

Have experience in the use of Microsoft Office Applications including Word, Excel and PowerPoint

Knowledge of SEHSCT Employment Policies

Knowledge of HRPTS MSS function

Interview / Test

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

Factor

Criteria

Method of Assessment

Experience

Knowledge and experience of the role and function of HRPTS (MSS), especially in relation to Recruitment and Organisational Structures

Knowledge of the role and function of the Amiqus system.

Shortlisting by Application Form

If this post is being sought on secondment then the individual MUST have the permission of their line manager IN ADVANCE of making application.

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.

To access a copy of the Access NI Code of Practice, please Click here

The South Eastern Health & Social Care Trust has guidance on the Recruitment of People with Criminal Convictions. To access a copy of this guidance, please Click Here

Protecting and using your information

To access a copy of the Trust’s Data Protection Policy Statement,

Click Here

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. Request for recognition of previous service with non-direct NHS/HSC organisations towards starting salary and incremental credit must be made via the Retained Recruitment team within 3 months from commencement of employment. Requests made after 3 months will not be considered. 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

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