Team Administrator (Band 4)

Job details

• Branch: Enniskillen Area
• Location: SWAH Southwest Hospital
• Directorate: Planning & Service Improvement
• Salary: Band 4 (£27,485 - £30,162)
• Contract Type: Permanent
• Opening Date: 03/09/26
• Closes: Thu, 17 September 2026 @ 3:30 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

& BAND/GRADE: Team Administrator (Band 4)

DEPARTMENT: Support Services Department

BASE: Southern Sector

REPORTS TO: Support Services Manager

RESPONSIBLE TO: Head of Support Services

ROLE PURPOSE

To play a key role in the effective and efficient delivery of administrative, clerical and system support within the Support Services Dept.

The post holder will have responsibility for the co-ordination and provision of a range of administrative and system support via the department’s administrative staff.

The post holder will be required to work closely and take direction and advice from the Support Services Manager.

MAIN DUTIES & RESPONSIBILITIES

The post holder will

Supervise Support Services admin staff and delegate work as required in a busy office environment ;

Be responsible for the induction, development, training and absence management of these staff;

Participate in the development and implementation of appropriate administrative systems and procedures to support the various functions within Support Services;

Work closely with the Support Services Manager and Service Managers and provide administrative and clerical support as required;

Be responsible for tracking, collating and verifying agency information and maintenance of weekly agency & sickness reports;

Assist in the organisation and preparation of papers for meetings, seminars and workshops;

Co-ordinate and participate in Support Services team meetings and take minutes as and when required;

Establish and maintain appropriate filing systems;

Attend to incoming mail, opening, recording and distributing of same, and initiating responses to mail where appropriate;

Provide support, advice and training on the range of Support Services and Trust wide systems;

Support the co-ordination and implementation of downtime procedures/service continuity plans in the event of Support Services systems downtime and communicate to the appropriate staff members;

Be proactive in the management of information folders on SharePoint and the Support Services shared drive;

Work in conjunction with the Support Services Managers and training managers to produce materials, aids and resources for the use in the team;

Assist in the collation of data and information relating to the service either manually or by computer as relevant and compiling appropriate reports;

Collate and review E-rostering payroll adjustments in advance of Support Services Managers approval for end of month payments;

Provide support and/or cover in the absence of other Support Service administrative functions e.g. Accommodation, Systems;

Assist in the PR aspects of the service through the development of brochures, advertisements and newsletters;

Handle enquiries from other professionals and external bodies in relation to the Trust’s services such as FOI and AQs;

Monitor and file budgeting reports and liaise with finance re-clarification of same if required;

Ensure the team operates within compliance with Standing Financial Instructions and Standing Orders;

Review, highlight and action outstanding Support Services Datex responses to Dept Managers & Co-coordinators and update system accordingly;

Compile non-conformance logs and highlight for managers;

Act as first point of contact for site pest control requests and management of these requests and onsite visits;

Evaluate staff performance and take action where necessary to ensure standards of performance are achieved;

Participate in annual appraisal of admin staff and record outcomes on HRPTS;

Participate in the recruitment and selection process for appointing new staff.

GENERAL DUTIES

1. Employees of the Trust will be required to promote and support the mission and vision of the service for which they are responsible;

2. Develop and maintain good communication with all levels of management and build partnerships with the wider HPSS, NHS and external organisations in the promotion of the Trust;

3. Carry out their duties and responsibilities in compliance with health and safety policy and statutory regulations;

4. Participate in the grievance and disciplinary processes as required;

5. Promote equality of opportunity through his/her own actions and ensure this policy is adhered to by staff for whom he/she has responsibility.

General Management 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 ‘Your right to raise a concern

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 WHSCT are legally responsible for all records held, created or used as part of their business within the WHSCT 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 WHSCT 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.

The HSC Code of conduct sets out the standards of conduct expected of all staff in the Western Health & Social Care Trust and presents standards of conduct and behaviours required during and after employment with the Trust. Professional staff are expected to follow the code of conduct for their own professions as well as this code.

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.

http://www.publichealth.hscni.net/sites/default/files/PPI_leaflet.pdf

Employees must at all times abide by Trust policies and procedures and the terms of their contract of employment. They must conduct themselves with impartiality, integrity, objectivity and honesty and maintain high standards of personal and professional accountability.

Employees are expected to demonstrate commitment to the Trust by ensuring regular attendance at work and efficient completion of duties.

Employees must ensure that they comply with any risk management responsibilities specific to their post, and as set out in the Trust’s Risk Management Strategy.

The Trust is committed to the development and implementation of systems under Integrated Governance to ensure continuous improvement in the quality of services provided. Employees will be expected to co-operate and work with such systems.

All information concerning patients and staff must be held in the strictest confidence and may not be divulged to any unauthorized person.

Employees must ensure that equality and human rights issues are addressed within the post holder’s area of responsibility in accordance with the Trust’s Equality Scheme.

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.

Updated April 2022

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