Band 3 Administration Assistant

Total Care Recruitment; Northern Ireland; On-site; GBP 20,000 - 25,000; Full time

Job summary

A healthcare staffing agency in Northern Ireland seeks an Administrative Support individual to assist the Adult Protection Gateway Team. Responsibilities include office management, maintaining records, and handling enquiries. Ideal candidates will have experience in administrative roles, proficiency in Microsoft Office, and strong organizational skills. A commitment to professional development and adherence to Trust policies is essential. Enhanced Access NI clearance is mandatory.

Qualifications

• Must have experience in an administrative role.
• Strong competence in Microsoft Office applications is required.
• Ability to prioritize workload and respond to enquiries effectively.

Responsibilities

• Provide administrative support to the Adult Protection Gateway Team.
• Maintain organized office systems and records.
• Build relationships with managers and external contacts.

Skills

Microsoft Office proficiency

Strong organisational skills

Effective written communication

Minute-taking experience

Ability to work independently

Education

4 GCSEs at Grades A–C or equivalent

2 years' experience in an administrative role

Job description

The post-holder will provide high quality administrative support to the Adult Protection Gateway Team. This includes managing office systems, maintaining records, processing sensitive referrals, and supporting the team in safeguarding-related administrative duties. The role will involve working with a range of Trust systems (PAS, SOSCARE, PARIS, NICER, ENCOMPASS), coordinating meetings, handling sensitive information, and serving as a first point of contact for enquiries.

Overview

The post-holder will provide high quality administrative support to safeguarding services, with responsibilities across operational delivery, information management, and communications to support the Adult Protection Gateway Team.

Responsibilities

• Operational Delivery: Maintain an organised and efficient office supporting safeguarding priorities; provide general admin support including diary management, scheduling, mail handling, and confidential typing; assist in the preparation of safeguarding reports and governance data returns; arrange, attend, and provide admin support for safeguarding meetings, case conferences, and staff/team meetings; take and distribute minutes when required; ensure cover and support for routine and ad-hoc team administration needs; deal with enquiries from staff, service users, carers, and the public, referring complex matters to senior staff.
• Information Management: Maintain accurate electronic and manual filing systems; input and update data across EPIC, PARIS, and other Trust systems; support the collation of information for incidents, referrals, and reports; safeguard sensitive and confidential information in line with Trust policies.
• Communication & Relationships: Build strong working relationships with managers, staff, and external contacts; provide a professional and courteous first point of contact for service users, carers, and the public.

Essential Criteria

• Qualifications:
  • 4 GCSEs at Grades A–C (including English Language) or equivalent/higher qualification AND 1 year’s experience in an administrative role
  • OR 2 years’ experience in an administrative role
• Experience & Skills: Competence in Microsoft Office (Word, Excel, Outlook); experience in maintaining admin systems (manual and electronic); strong organisational skills and ability to prioritise workload; effective written and verbal communication skills; ability to work independently and as part of a team; experience of minute-taking

Desirable Criteria

• OCR/RSA/GCSE Stage 2 Word Processing or 6 months+ word-processing experience
• Experience with EPIC or safeguarding/admin systems
• Full UK driving licence and access to a car

Mandatory Training / Requirements

• Enhanced Access NI clearance required
• Adult Protection administrative training (e.g., transcribing APP1/AJP1 referrals, accessing MARAC information) – can be completed in post
• Compliance with Trust mandatory training (including CMT)

Values & General Requirements

• Commitment to promoting equality of opportunity and Trust values
• Adherence to all Trust policies including Health & Safety, IT Security, and Infection Control
• Responsibility for managing and maintaining records in compliance with data protection and FOI legislation
• Commitment to ongoing learning and professional development