Job Title: Administrator

Location: Belfast

Duration: 3 Months (potential for extension)

Hours: Full-time, 37.5 hours p/w

Working Pattern: Monday-Friday 9.00am-5.00pm

Salary: £12.75 p/h

On behalf of our client, we are seeking a motivated and detail-oriented Administrative Support Officer to join a busy healthcare team.

The successful candidate will manage telephone and visitor inquiries, process referrals, support internal and external communication, maintain accurate records and filing systems, and assist with meetings and events.

This role requires strong organizational and IT skills, excellent written and verbal communication, and the ability to prioritize tasks effectively while contributing positively to the team environment.

Main Duties / Responsibilities 

• Effectively deal with telephone calls from patients, relatives, parents/carers, hospital teams, community teams and general practitioners and other individuals or organisations, taking messages, ensuring follow-up and resolving any problems as appropriate.
• Deal with all visitors to the department in a courteous and friendly manner.
• Facilitate communication within the department by liaising with relevant staff, other departments and facilities as necessary, e.g. requesting information, reporting faulty or broken equipment to Estates Services.
• Register all referrals onto ENCOMPASS, process partial booking letter’s when required, update and check systems for required information in a timely manner complying with Integrated Elective Access Protocol (IEAP)
• Prioritise own workload with assistance from the Administration Officer as and when necessary to meet deadlines
• Type letters, reports, memorandums and minutes as required. A high level of word processing skills are required and the post holder will also be required to have skills on Microsoft Office software- Outlook , Excel and other packages as and when required.
• Format all reports/letters to be distributed on behalf of the team in a timely manner.
• To support team members in the preparation and distribution of materials and resources required for presentations, training purposes and other events. This may include laminating, binding, photocopying and stapling.
• To take responsibility for organisational elements relating to meetings, stationary/office supplies e.g. booking venues, ensuring equipment is available and resources are prepared, ordering via e-procurement.
• To organize, manage and maintain filing systems both manually and electronically
• General office duties will be part of the role of the post holder i.e. processing of incoming and outgoing mail, maintenance of a tidy and organised office, distributing information and dealing with queries from staff.
• To consistently contribute towards maintaining a positive environment and good team morale.
• To be responsible for the reporting of faults or risks within the working environment in line with Trust Procedures.

General Responsibilities 

Employees of the Trust are required to promote and support the mission and vision of the service for which they are responsible and:

• At all times provide a caring service and to treat those with whom they come into contact in a courteous and respectful manner.
• Demonstrate their commitment by their regular attendance and the efficient completion of all tasks allocated to them.
• Comply with the Trust’s Smoke Free Policy.
• Carry out their duties and responsibilities in compliance with the Health and Safety Policies and Statutory Regulations.
• Adhere to Equality and Good Relations duties throughout the course of their employment.
• Ensure the ongoing confidence of the public in-service provision.
• Maintain high standards of personal accountability.
• Comply with the HPSS Code of Conduct.

Essential Criteria

• 4 GCSEs at Grades A-C / 4-9 including English Language

OR

• NVQ level 2 Administration

OR

• 2 year’s administrative/clerical experience*

Skills / Abilities  

• Good organisational skills and time management skills
• Ability to work on own initiative and prioritise workload to meet deadlines
• Ability to maintain confidentiality
• Good oral and written communication skills
• Ability to work flexibly and as part of a team
• Good working knowledge of computer packages, e.g. Microsoft Office software, Outlook, Excel and PowerPoint
• Ability to set up and maintain effective filing systems
• Good working knowledge of setting up and monitoring databases

How to Apply

If you wish to apply or would like more information, please email your CV to daniel.finlay@applerecruitment.com

If this opportunity isn’t quite right for you but you are seeking a new role, we would still welcome your enquiry

Apple Recruitment Services is acting as an Employment Agency in relation to this vacancy. Apple Recruitment Services is an Equal Opportunities Employer