SHSCT - Admin & Clerical Officer - Band 3

Job details

• Branch: Southern HSC Trust area (SHSCT)
• Location: Southern HSC Trust area (SHSCT)
• Directorate: Children & Young People's Services
• Salary: Band 3 (£24,937 - £26,598)
• Contract Type: To create a waiting list
• Opening Date: 01/10/26
• Closes: Thu, 15 October 2026 @ 4:00 PM
• Interview Dates: To be confirmed

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

Admin & Clerical Support

BAND

3

DIRECTORATE

Children & Young People’s Services

INITIAL LOCATION

Trustwide – to be confirmed on appointment

REPORTS TO

Admin Manager

ACCOUNTABLE TO

Team Manager

JOB SUMMARY

holder will be required to provide an efficient and effective administrative support service to the Team Leader and other staff within the Children and Young People’s Directorate.

KEY DUTIES / RESPONSIBILITIES

Liaise with Team Managers, Administration and members of the Public etc in matters pertaining to Social Services.

Undertake routine administrative duties, including filing, making appointments, maintaining diaries, distributing incoming mail and personally dealing with routine items, receiving telephone calls and taking action in accordance with established regulations and procedures. Distribution of circulars and leaflets as required.

Attend meetings at the request of the Team Manager, taking minutes, typing and distribution, for example, Child Protection Case Conferences, Looked After Children Reviews, Case Planning Meetings, Strategy Meetings etc.

Compiling routine and non-routine letters for signature.

Typing/Word Processing correspondence, reports and agendas.

To maintain computerised records as appropriate.

To record and prepare statistics using Microsoft Excel, as required by the Trust.

To prepare files for opening and closure

To keep supplies of stationery and order when necessary.

Processing forms for conferences and courses.

Provide switchboard cover as and when required.

Participate in the agreed system of staff appraisal and personal development within the Trust.

To contribute to the maintenance and development of office policies, procedures, systems and practices.

Liaise with all disciplines of staff within the Trust as appropriate.

Undertake any other duties that may be assigned from time to time within the framework of the post.

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.

November 2025

PERSONNEL SPECIFICATION

JOB TITLE / BAND

Admin & Clerical Support / Band 3

DEPARTMENT / DIRECTORATE

CYPS

HOURS

Full-time and part-time available – to be confirmed on appointment

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.

Experience of Minute Taking in a formal setting.

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

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.