SHSCT_Admin and Clerical Support Band 3

Job details

• Branch: Newry & Mourne area (SHSCT)
• Location: Carrickore-Manse View
• Directorate: Mental Health & Disability Services
• Salary: Band 3 (£24,937 - £26,598)
• Contract Type: Permanent
• Opening Date: 19/05/26
• Closes: Tue, 02 June 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 and Clerical Support

BAND

DIRECTORATE

INITIAL LOCATION

3

Mental Health & Disability Services

Manse View, Rathfriland Road, Newry

REPORTS TO

N&M PD Team Leader & Band 5 Admin Business Manager

ACCOUNTABLE TO

FLEXIBLE WORKING PROVISIONS AVAILABLE

Head of Community Disability Services

Full-time working, Fixed working patterns, Term-time working

JOB SUMMARY

The post-holder will be required to provide an efficient and effective administrative support service including word processing of documents and diary management as required. The post-holder may be the first point of contact for members of the public making enquiries both in person and by telephone. The post-holder will be responsible for the ongoing maintenance of a robust filing system.

KEY DUTIES / RESPONSIBILITIES

Operational Delivery

1. To co-ordinate and process a range of correspondence in accordance with agreed procedures within area of responsibility.

2. To undertake a range of admin support duties including, making appointments, maintaining diaries, receiving, processing and distributing incoming mail, personally dealing with routine items, provision of typing support to senior staff.

3. To ensure that work for which responsible is processed in a timely manner in accordance with agreed performance standards and that any derogation is brought to the attention of a senior officer.

4. To prioritise workload in accordance with expected outcomes.

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

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

7. Continually strive to improve quality, standards and procedures within area of responsibility contributing to the ongoing desire to improve delivery of services.

8. Arranging and attending meetings, taking minutes, typing and distribution of same.

9. Telephone switchboard duties. Dealing with all incoming calls for the team; taking and accurately recording messages and ensuring these are forwarded and dealt with by members of staff.

10. Dealing with patients/clients, carers other professionals appropriately. Triaging of calls - from hospital and community staff enquiring if client is known to team, checking hospital appointments etc and advising of same.

11. First point of contact for all patients and visitors both in person and on the telephone, dealing with queries using own initiative and taking appropriate action.

12. Adhering to good customer care principles.

13. Dealing with enquires regarding the booking of rooms in the facility and booking same as required.

14. Daily use of information systems, Encompass, (e.g. checking information, entering referrals, opening involvement), PARIS, H&C Browser, and stand-alone information systems. Inputting detailed information onto systems and interrogation of same under the direction of their line manager. Maintaining accuracy and compliance with all information systems under the direction of their line manager.

15. Carrying out preliminary checks on referrals received; logging referrals onto Encompass and ensure all details are recorded on relevant information system. Support staff when a new referral is received including adding to relevant Encompass Register and supporting keyworker to ensure all fields are completed at the point of allocation.

16. Share Encompass reports for all staff within Community Team and report back outcome of reports to line manager.

17. Providing Waiting List / PTL information from Encompass on a weekly and ad hoc basis as required.

18. Receiving, date stamping and distributing incoming mail in accordance with the Service’s procedures.

19. Undertake general office duties e.g. emails, scanning, filing, photocopying, word processing of documents. Maintaining accurate and accessible filing systems including closed records.

20. Producing / viewing reports and dashboards on Encompass and ensuring the validation of patient data e.g. caseloads, reviews.

21. Assist in the collation of statistics on a regular and ad hoc basis; producing tables and presentation of information as using a range of online products including excel, PowerPoint, charts.

22. Updating and maintaining the all relevant Registers including Physical Disability Register, Sensory Disability register and Learning Disability register / Dementia register under the direction of their line manager.

23. Using EProcurement ordering system to maintain adequate stationery levels; raise stock non stock requisitions for any items required

24. Provide training and support as required to new staff under the direction of the line manager.

25. Undertake any other ad hoc administrative and clerical duties as may be required by the Line Manager 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

Assist the organisation in fulfilling its statutory duties under Section 75 of the Northern Ireland Act 1998 to promote equality of opportunity and good relations and under the Disability Discrimination (Northern Ireland) Order 2006. Staff are also required to support the organisation in complying with its obligations under Human Rights Legislation.

Ensure the Organisation’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 Organisation'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.

Take responsibility to minimise the Trust’s environmental impact wherever possible. This will include recycling, switching off lights, computers, monitors and equipment when not in use. Helping to reduce paper waste by minimising printing/copying and reducing water usage, reporting faults and heating/cooling concerns promptly and minimising travel.

All employees of the Organisation are legally responsible for all records held, created or used as part of their business within the [org name] 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 Organisation’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 Organisation's area, as needs of the service demand.

PERSONNEL SPECIFICATION

JOB TITLE AND BAND

Admin and Clerical Support Band 3

DEPARTMENT / DIRECTORATE

Mental Health & Disability Services

HOURS

30 hours per week (Mon to Fri)

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

Essential Criteria

Number

Criteria

Method of Assessment

Qualifications/ Registration

E1

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

E2

Experience in the use of Microsoft word

Shortlisting by Application Form

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

Skills / Abilities

E3

Ability to work as part of a team

Ability to use own initiative

Ability to identify problems and identify appropriate solutions

Effective planning and organisational skills with an ability to prioritise own workload

Effective communication skills to meet the needs of the post in full

Have a high level of accuracy and attention to detail

Be flexible in approach to work

Interview / Test

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.

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