SHSCT_Senior Clerical Officer Band 4 (1 full time permanent vacancy available)

Job details

• Branch: Southern HSC Trust area (SHSCT)
• Location: Southern HSC Trust area (SHSCT)
• Directorate: Children & Young People's Services
• Salary: Band 4 (£27,485 - £30,162)
• Contract Type: To create a waiting list
• Opening Date: 20/05/26
• Closes: Wed, 03 June 2026 @ 4:00 PM
• Interview Dates: TBC

Notes

Currently available 1 x full time permanent post in Brownlow H&SS Centre Trustwide Waiting List will be created for any future Perm/Full-Time Senior Clerical Officer Band 4 posts within the Gateway Team CYPS Directorate. 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. 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 Senior Clerical Officer

BAND 4

DIRECTORATE Children & Young People’s Services

INITIAL LOCATION Gateway Team, Craigavon & Banbridge locality

(waiting list will be created to cover Trustwide

vacancies)

REPORTS TO Admin Manager

ACCOUNTABLE TO Head of Service

JOB SUMMARY

To ensure the effective and efficient provision of administrative services to support Social Work teams within the Children & Young People’s Directorate, to include the supervision of Band 3 admin staff.

KEY DUTIES / RESPONSIBILITIES

Responsibility for the day-to-day line management of administrative support staff (including the provision of monthly supervision and delegation of work).

Ensure the effective and efficient provision of administrative services to support the Team Leader and wider team, to include striving to continuously improve and streamline administrative procedures and process.

Prioritise and manage workload on a daily basis, escalating areas of concern to the Team Manager/Admin Manager as appropriate. Exercise judgement and use own initiative to provide advice, information and guidance directly to service users, carers and other professionals.

Undertake routine secretarial duties including 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.

Arranging and attending meetings, taking minutes and undertaking follow-up action as required.

Liaison with Team Managers, Social Workers, administrative staff and members of the public in matters pertaining to Social Services.

Compiling statistical returns and information requirements as requested. Entering data onto computer.

Typing / word processing of correspondence, reports and agendas.

Provision of reception/switchboard cover ‘as and when’ required.

Monitoring of administrative staff sick leave in accordance with Trust’s Sickness and Absenteeism Policy.

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

HUMAN RESOURCE MANAGEMENT RESPONSIBILTIES

1. Review individually, at least annually, the performance of immediately subordinate staff, provides guidance on personal development requirements and advises on and initiates, where appropriate, further training.

2. Maintain staff relationships and morale amongst the staff reporting to him/her.

3. Review the organisation plan and establishment level of the service for which he/she is responsible to ensure that each is consistent with achieving objectives, and recommend change where appropriate.

4. Delegate appropriate responsibility and authority to the level of staff within his/her control consistent with effective decision making, while retaining overall responsibility and accountability for results.

5. Participate, as required, in the selection and appointment of staff reporting to him/her in accordance with procedures laid down by the Trust.

6. Take such action as may be necessary in disciplinary matters in accordance with procedures laid down by the Trust.

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 work area.

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 exception, under the Freedom of Information act 2000 the Environmental Information Regulations 2004 and the Data Protection Acts 1998. Employees are required to be conversant with the Trusts policy and procedures on records management and to seek advice if in doubt.

Take responsibility for his/her own ongoing learning and development, including full participation in KSF Development Reviews/appraisals, 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.

Available/able to work any 5 days out of 7 over the 24 hour period, which may include on-call/stand-by/sleep-in duties, shifts, night duty, weekends and Public Holidays if required immediately on appointment or at a later stage following commencement in response to changing demands of the service.

Understand that this post may evolve over time, and that this Job Description will therefore be subject to review in the light of changing circumstances. Other duties of a similar nature and appropriate to the grade may be assigned from time to time.

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 AND BAND SENIOR CLERICAL OFFICE, BAND 4

DEPARTMENT/DIRECTORATE TRUSTWIDE

HOURS 37.5

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

1.HNC / HND or equivalent / higher qualification in an administrative related field AND 1 years experience in a clerical / administrative role

OR 4 GCSEs at Grades A-C including English Language and Maths3 or

equivalent / higher qualification AND 2 years’ experience in a clerical /

administrative role

OR 3 years’ experience in a clerical / administrative role

2.Experience in the use of Microsoft office products including Word, Excel,

Powerpoint.

3.Experience of Minute Taking

Measured at Shortlisting Stage

Other

Hold a full current driving and have access to a car on appointment (this criterion will be waived in the case of suitable applicant who has a disability which prohibits them from driving but who is able to organise suitable alternative arrangements in order to meet the requirements of this post in full).

Measured at Shortlisting Stage

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

Skills / Abilities

Ability to work as part of a Team

Ability to use own initiative

Good organisational skills with an ability to prioritise own workload.

Effective Communications skills to meet the needs of the post in full.

Measured at Interview Stage

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.

Successful applicants may be required to attend for a Health Assessment

THE TRUST IS AN EQUAL OPPORTUNITIES EMPLOYER

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