JOB TITLE - Administrative Support Officer
LOCATION - Newtownards
SALARY - £12.86
HOURS - 37.5 Monday to Friday
KEY DUTIES / RESPONSIBILITIES
1. Coordinate the processing for allocated caseloads and prepare and quality assure the formal written responses in line with legislative and regulatory timeframes.
2. Regularly communicate in a helpful, caring, respectful and professional manner both verbally and in writing with all levels of Trust staff, external agencies (including statutory and regulatory bodies) and members of the public.
3. Handle telephone calls and face to face contacts in relation to caseload in a helpful, respectful and professional manner.
4. Deal with all relevant correspondence (internal and external) in line with departmental policy / procedure and relevant legislation in an efficient, appropriate and effective manner.
5. Proactively ensure that sufficient documentation is completed, collated and retained to assist the Trust in the processing of caseloads in line with Departmental policy and procedure.
6. Ensure accurate recording of information both manually and electronically in line with Departmental procedures.
7. Maintain and monitor the quality of data input to the relevant modules of the Risk Management & Governance database/s.
8. Design and produce, in line with departmental schedules or as required, high quality statistical, graphical and narrative reports from the Risk Management and Governance database/s for internal and external bodies.
9. Prepare papers in response to communications / enquiries, for example the Information Commissioner’s Office, Northern Ireland Public Services Ombudsman’s Office, Trust Legal Directorate and the Coroner’s Office.
10. To ensure that the services provided by the administration and clerical staff are responsive and of a consistently high quality, maintain standards of confidentiality and adhere to legislative and Trust timeframes.
ESSENTIAL CRITERIA
1. HNC/D (in relevant subject related to the post) or equivalent, and 1 year’s administrative experience at Band 3 (or equivalent).
OR
NVQ 3 (administration related) or equivalent, and 2 year’s administrative experience, at Band 3 (or equivalent).
OR
4 GCSE’s (Grade A-C) or equivalent, one which must be English Language, and 3 years’ administrative experience at Band 3 (or equivalent).
2. Demonstrate experience of using computer systems and packages for:
o Word processing
o Managing emails
o Data input
o Extracting information to provide reports.
Other 3. Hold a current full driving licence which is valid for use in the UK and have access to a car on appointment. This criteria will be waived in the case of applicants whose disability prohibits driving but who have access to a form of transport approved by The Organisation which will permit them to carry out the duties of the post.
The following are ESSENTIAL criteria which will be measured during the interview/ selection stage:
4. Excellent and effective communication skills to meet the needs of the post in full.
5. Ability to work with a diverse range of stakeholders and develop and maintain effective working relationships.
6. Ability to deal with difficult and challenging situations.
7. Ability to work as part of a team.
8. Excellent organisational skills with an ability to prioritise own workload.
9. Ability to use own initiative.
10. Ability to analyse information received in order to produce effective and accurate responses to members of public / external agencies or other staff members.
11. Ability to proof read / quality assure responses to ensure a high level of accuracy.
1. Experience in analysing information received in order to produce effective responses to members of public / external agencies or other staff members.
2. Experience in analysing data / information to design and produce high quality statistical, graphical and narrative reports.
If you would like to be considered for this role or find out more, please email me your CV now by clicking on the link and I will be in touch. All details are treated in the strictest confidence.
If this role isn't quite right for you but you would like to look for a new opportunity, please get in contact with us.
Applicants must ensure their CV is accurate and up to date. The CV should include your full employment history inclusive of dates, all academic achievements and full personal contact details.
Apple Recruitment Services is acting as an Employment Agency in relation to this vacancy. Apple Recruitment Services is an Equal Opportunities Employer.