SHSCT Litigation Assistant Clerical Officer Band 2

Job details

• Branch: Daisy Hill Hospital, Newry (SHSCT)
• Location: Daisy Hill Hosp-O'Hagan House
• Directorate: Medical Directorate
• Salary: Band 2 (£24,465)
• Contract Type: Permanent
• Opening Date: 03/07/26
• Closes: Fri, 17 July 2026 @ 4:00 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

Clerical Officer

BAND

2

DIRECTORATE

Medical Directorate

INITIAL LOCATION

Litigation Dept, O’Hagan House, Monaghan Row, Newry

REPORTS TO

Team Leader

ACCOUNTABLE TO

Head of Litigation Services

JOB SUMMARY

The post holder will work as part of the Litigation & Medico-Legal Teams to provide efficient, high quality clerical support.

KEY DUTIES / RESPONSIBILITIES

To provide general administrative duties to include word processing, filing, photocopying, scanning.

Assist with the preparation of files, ensuring that all relevant documents are included and appropriately indexed.

To sort and deal with incoming mail received by the department, ensuring that it is routed expeditiously to the appropriate area and also deal with outgoing mail.

Entering information onto the Trusts claims database held on Datix

Answer telephone and deal with routine queries, take messages and re-direct queries as appropriate

Deal with routine queries received from the Litigation and Medico-Legal team email inbox and redirect queries as appropriate.

Assist with maintenance and updating of litigation/ medico-legal files.

Assist in the retrieval of information required to process litigation claims/ respond to medico-legal requests.

Check levels of stationary for the department alerting the officer(s) responsible for ordering when supplies require to be re-ordered.

Participate in regular team meetings.

Contribute to the induction and training of new staff.

Ensure the highest level of customer care and reflect a positive image of the Trust at all times.

Work within the Trust policies and procedures relating to data protection and confidentiality and ensure protection of data at all times.

Any other duties as requested by line managers.

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 Trust 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.

June 2026

PERSONNEL SPECIFICATION

JOB TITLE AND BAND Clerical Officer Band 2

DEPARTMENT / DIRECTORATE Human Resources & Organisational Development

HOURS 37.5hrs

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

4 GCSEs at Grades A-C including English Language or equivalent/higher qualification OR

1 years’ experience in a clerical/administrative role.

Shortlisting by Application Form

Experience

Experience in the use of Microsoft office word.

Shortlisting by Application Form

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

Skills / Abilities

Ability to work accurately and with a high level of attention to detail.

Ability to communicate effectively with colleagues at different levels, both within and outside the department, as well as with members of the public.

Ability to work effectively with others as part of a team.

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

Factor

Criteria

Method of Assessment

Experience

Working knowledge of Trust information systems e.g. Encompass, Datix,

Patient Administration System etc.

Shortlisting by Application Form

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, Flexitime, 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