Trust Home Care Administrative Assistant Band 3

Job details

• Branch: Armagh & Dungannon area (SHSCT)
• Location: St Luke's Hosp-Mullinure Hospital
• Directorate: Adult Community Services
• Salary: Band 3 (£24,937 - £26,598)
• Contract Type: Permanent
• Opening Date: 21/05/26
• Closes: Thu, 04 June 2026 @ 4:00 PM
• Interview Dates: To be confirmed

Notes

Important Information 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

Trust Home Care Administrative Assistant

BAND

3

DIRECTORATE

Adult Community Services

INITIAL LOCATION

Armagh & Dungannon Locality

REPORTS TO

Trust Home Care Business Manager

ACCOUNTABLE TO

Trust Home Care Locality Manager

JOB SUMMARY

The post holder will provide efficient and effective administrative support to the Trust Home Care team. They will maintain and update all manual and electronic records held within the Trust Home Care team to support the rostering and payment of Home Care Assistants. This will involve both the use of telephone and electronic methods to contact staff to assist in scheduling work rosters. They will also be in contact with clients and carers to keep them informed of changes to the rota or to deal with appropriate queries.

MAIN RESPONSIBILITIES

To be the first point of contact for service users and carers, professional staff and Trust staff who wish to contact the Trust Home Care service and to take the appropriate action within departmental guidelines to resolve all routine issues.

1. Maintain details of Home Care Assistant availability for work and match this against schedules.

Administration of rotas for Home Care Assistants including allocation of duties e.g., covering annual leave, sick leave, mandatory training and any other changes to the duty rota using IT software.

To arrange alternative cover when a Care Assistant is unable to report for duty.

Work closely with Home Care Supervisors to advise at earliest opportunity of difficulties in administration of duty rotas/ schedules.

Check Home Care Assistant mileage against allocated duties for approval by Home Care Supervisor.

Responsible for inputting all information relating to payroll and internal/external invoices on a timely basis using the IT System or agreed manual systems.

Have payroll information inputted as per BSO deadlines to ensure payment of all staff.

Assist in making appointments with Occupational Health when required and requested by Home Care Supervisor and send out appropriate letters.

Establish and maintain efficient and structured administration support systems.

Assist in collating statistical information to be provided to various departments – internal and external to the Trust.

Assist in maintaining Care Staff personal files to include all staff details and ensure that a copy of all correspondence relating to the staff member is filed appropriately in their personal file.

Maintain and monitor stock and stationery and other stock items.

Input and extract accurate information from various sources eg, Access and Excel, to produce reports.

Provide administrative support as appropriate in the selection and recruitment of staff.

Participate in the Trust’s appraisal and performance review and undertake necessary training to require and update any skills as deemed appropriate to the efficient discharge of duties of the post.

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

Sickness & Absenteeism

Uniform Policy

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 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 Trust Home Care Administrative Assistant

DEPARTMENT / DIRECTORATE Adult Community Services

HOURS 37.5 Hours/ per week

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

Experience

Experience in the use of Microsoft office products including Word and Excel or equivalent.

Available from 7am – 5pm on a rota basis

Shortlisting by Application Form

Qualifications/ Registration

4 GCSEs at Grades A-C including English Language and Maths 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

Other

Hold a full current driving license valid for use in the UK and have access to a car on appointment7

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 to meet deadlines.

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

Assessed at interview

(TO BE INCLUDED FOR TEMPORARY POSTS)

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.