Port Health Support Assistant

Location Belfast, County Antrim
Job type Temporary
Salary Up to £12.95 per hour
Published about 1 month ago
Start date ASAP
Contact Gemma Lillington
Job ref PHSA_1653322385

Job description

Port Health Support Assistant

Rate of Pay: £12.95

Location: Port Health Unit, 5 Corry Place

Hours: 37 hours per week

Duration: Temporary ongoing


Reporting to the relevant line manager as appropriate, the primary function of the Port Health Support Assistant is to provide technical and administrative support in the administration of imported food controls and other statutory services in relation to the protection of public and animal health at the Port of Belfast (PoB), Border Control Post in accordance with UK, NI and EU legislation. Provide a comprehensive administrative role for the service, including providing support for new and evolving areas of work and to meet service and unit objectives. To work closely with other team members, providing support with technical and administrative tasks and to undertake all duties of the post in accordance with agreed time and quality targets.


  • Provide a comprehensive administrative role for the Port Health Service as required and in particular:
  • Maintain any required records or databases using manual or computerised systems as appropriate.
  • Issue all documents, certificates forms, letters, leaflets, and literature as necessary.
  • Ensure that all documentation is effectively checked, completed, filed and that the document/information management systems for the service are used and maintained appropriately.
  • Deal with complaints, enquiries, and requests for service (including processing Freedom of Information requests, corporate complaints and complaints from Elected Members) in line with policies and procedures.
  • Undertake the administrative duties in relation to the enforcement function including notices, formal cautions, summonses and maintain legal correspondence.
  • Compile and analyse service performance data, statistics and reports as required and collate management information for the service and implement systems for monitoring and evaluation of this information,
  • Work with the appropriate officers in reviewing, developing and implementing effective processes, operating standards and systems; streamlining processes and systems in order to improve operational efficiency and effectiveness.
  • Communicate effectively and exchange information with members of the public and other organisations ensuring high standards of customer service are maintained, providing practical environmental health advice as required.
  • Responsible for dealing with general Port Health emails and taking relevant actions which can involve a wide range of responses including, but not restricted to, calling consignments for examination, making recommendations to the EHOs and TSOs on whether to release a consignment from hold.
  • Responsible for handling telephone calls from agents, importers, shipping lines and other agencies and dealing with all enquiries where appropriate, referring calls to EHOs, TSOs and/or other agencies as necessary.
  • Carry out administrative requirements including financial administration, record management and the operation of Information Management Systems commensurate with the activity of the post holder, which will include use of PHILIS, CHIP, TRACES, UKFSS, APP Civica and port inventory systems. To utilise all available technology to complete assigned tasks and ensure the accuracy of information recorded.
  • Under the guidance of other team members, code manifests for all vessels arriving at Port of Belfast and apply holds on consignments (as required) for identity checks, physical examination and sampling checks, fish identity checks and to identify consignments, containers and vehicle trailers that require further clarification.
  • Under the direction of the EHO Team Leader provide assistance to the EHO's and TSO's with manifest and identity checks by following up with the agents or importers to obtain further information (by telephone or email) as required.
  • Contact other Local Authorities to ensure specific POAO consignments are delivered only to approved establishments for these products.
  • Undertake documentary checks on imported foods including Products of Animal Origin (Fish and fish products) and High-Risk Food Not of Animal Origin, liaising with EHOs for completion of the official controls in line with requirements of legislation and codes of practice.
  • Undertake documentary checks on Illegal Unreported and Unregulated Fishing Catch Certificates in accordance with the legislative requirements, under the direction of the EHO
  • Undertake documentary checks on Certificates of Inspection for organic produce, in accordance with the legislative requirements, under the direction of the EHO.
  • Undertake documentary checks on plastic kitchenware declarations, in accordance with the legislative requirements, under the direction of the EHO.
  • Send importers declarations to agents for goods which are declared as composite products or suspected to contain POAO content, process declarations once submitted to ensure correct completion and that support documents are in order. Refer satisfactory documentation to the EHO or other professional officer, and request further information as directed.

General Responsibilities

  • Provide administrative support for the processing, storage and dispatch of statutory samples, ensuring they are packaged correctly for safe transport under required conditions and are dispatched to the correct laboratory. Responsible for maintaining sample dispatch records and disposal of samples no longer required by Port Health.
  • Provide basic advice and guidance to customers, agents and importers on specific import requirements, regulations, policies and procedures.
  • Maintain knowledge of relevant legislative requirements in order to request further information/documentation as required.
  • Assist in the maintenance stock levels in the examination facilities to ensure that appropriate resources are available for inspection.
  • Be available to work in other sections within the City Protection Service when demand requires.
  • Participate in all induction and in-service training provided by Belfast City Council and in the induction and support of all newly appointed staff and other human resource management policies and procedures, as appropriate, including, absence management, disciplinary and grievance procedure.
  • Participate as directed in the council's recruitment and selection procedures.
  • Act in accordance with the council and departmental policies and procedures including customer care, equal opportunities, health and safety, safeguarding and any pertinent legislation.
  • Undertake the duties in such a way as to enhance and protect the reputation and public profile of the council.
  • Undertake such other relevant duties as may from time to time be required.

Essential criteria

Applicants must, as at the closing date for receipt of application forms, have a minimum of five GCSEs (grades A - C) including English, or equivalent qualifications.


If you are interested and available for this position please upload your CV to the link or contact Gemma Lillington.

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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