Higher Clerical Officer with PA Duties

Location Belfast, County Antrim
Job type Temporary
Salary Up to £10.40 per hour
Published about 1 month ago
Start date ASAP
Contact Hannah Fitzismons
Job ref BD3HCO_1650376761

Job description

Higher Clerical Officer with PA Duties

Rate of Pay: £10.40

Location: Community Brain Injury Team and Mourne Project - Knockbracken

Hours: 37.5

Duration: Temporary ongoing


The post-holder will provide a comprehensive clerical support to the team within the office and the day centre and will be required:

  • To provide an effective, efficient, and confidential administrative service within the Day Centre.
  • To provide PA support to the Team Managers
  • To provide a systematic approach to the delivery and co-ordination of administrative services.


  • Receiving, redirecting and taking appropriate action on telephone calls.
  • Undertake a range of admin support duties including, making appointments, maintaining diaries, receiving, processing, and distributing incoming mail.
  • Co-ordinate and process a range of correspondence in accordance with agreed procedures within area of responsibility.
  • Input all referrals received onto PARIS Duty Desk for a multi-disciplinary team in a timely and effective manner.
  • Maintain adequate supplies of stock and stationery, and order stock/non-stock items using Trust's E-procurement system.
  • Ensure that all systems used both manual and computerised are maintained in an accurate and timely way and in accordance with local policy and procedure
  • Ensure filing/archiving is completed in a timely manner and in accordance with agreed policies and procedures.
  • Ensure that systems are in place to provide data returns, which support the provision of service reports.
  • Contribute to effective team working.
  • Ensure all that tasks/duties are completed in a timely manner in accordance with agreed performance standards.
  • Prioritise workload in accordance with expected outcomes.
  • Maintain standards of confidentiality regarding all information held in respect of service users and professional staff.
  • Establish, maintain and develop good working relationships with managers and staff at all levels throughout the Trust and interact effectively with members of the public as required.
  • Participate in the development of local policies and procedures, as appropriate.
  • Attend Mourne Project once a fortnight to provide administrative Support.
  • Regular financial duties in line with Trust financial procedures / policies e. petty cash
  • Provide administrative support at meetings including minute taking and issuing of relevant documentation.
  • Assist with dairy management for Team Managers


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 on-going confidence of the public in-service provision.
  • Maintain high standards of personal accountability.
  • Comply with the HPSS Code of Conduct.

Records Management

Used as part of their business within the Belfast Health and Social Care Trust, including patient/client, corporate and administrative records whether paper based or electronic and also including e-mails. Employees are required to be conversant with the Belfast Health and Social Care Trust policy and procedure on records management and to seek advice if in doubt.

Environmental Cleaning Strategy

The Trusts Environmental Cleaning Strategy recognises the key principle that "Cleanliness matters is everyone's responsibility, not just the cleaners" Its everyone's responsibility to ensure a clean, comfortable, safe environment.

Infection Prevention and Control

The Belfast Trust is committed to reducing Healthcare associated infections (HCAIs) and all staff have a part to play in making this happen. Staff must comply with all policies in relation to Infection Prevention and Control and with on-going reduction strategies. Standard Infection Prevention and Control Precautions must be used at all times to ensure the safety of patients and staff. This includes:-

  • Cleaning hands either with soap and water or a hand sanitiser at the appropriate times (WHO '5 moments');
  • Using the correct '7 step' hand hygiene technique;
  • Being 'bare below the elbows' when in a clinical environment;
  • Following Trust policies and the Regional Infection Control Manual (found on intranet);
  • Wearing the correct Personal Protective Equipment (PPE);
  • Ensuring correct handling and disposal of waste (including sharps) and laundry;
  • Ensuring all medical devices (equipment) are decontaminated appropriately i.e. cleaned, disinfected and/or sterilised;
  • Ensuring compliance with High Impact Interventions.


  • 4 GCSE's at grade C or above to include English Language or equivalent qualification and one year's administrative experience.


  • NVQ Level II in Administration and one year's administrative experience.


  • A minimum of two year's administrative experience.
  • Experience in the use of Microsoft office products, in particular word and Excel.
  • Demonstrate excellent communication and interpersonal skills in order to work efficiently with clients and colleagues at all levels both internally and externally
  • Ability to identify problems and recommend appropriate solutions
  • Effective planning and organisational skills with an ability to prioritise own workload
  • Flexibility to work in a changing environment
  • Ability to meet deadlines and work under pressure
  • Proven ability to work as part of a team and on own initiative


If you are interested and available for this position, please upload your CV to the link or contact Hannah Fitzsimons.

To be shortlisted for this role all applicants MUST meet the essential criteria. Please note that these roles may be filled quickly but your CV will be kept on file for future similar roles. As there are so many applications, unsuccessful candidates may not be contacted.

Successful candidates may need to apply for an Access NI Certificate with Staffline regardless if you already have a valid certificate. It will be a cost of between £18 - £33 depending on clearance level.

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