Office Administrator

OHRD; Belfast; On-site; GBP 20,000 - 25,000; Full time

Job summary

A healthcare organization in Northern Ireland is seeking an administrator to provide comprehensive administrative and secretarial support. The ideal candidate will manage diaries, handle communications, and uphold confidentiality standards. Candidates should have relevant experience and strong communication skills. This role offers the opportunity to be part of a supportive team environment.

Qualifications

• 2 years of experience in an admin/clerical role within the last 3 years.
• Ability to communicate effectively with colleagues and clients.
• Recent experience managing diaries and appointments efficiently.

Responsibilities

• Provide comprehensive administrative and secretarial support.
• Organise appointments and maintain accurate records.
• Handle client inquiries and maintain confidentiality.

Skills

Effective communication

Diary management

Microsoft Office proficiency

Team collaboration

Education

GCSE / O Level Maths and English Grade C or above

Job description

The post holder will be an integral part of the OHRD team and will play a key part in the support of the team. The post holder will act as administrator and will be required to provide comprehensive personal secretarial and administrative duties as well as assisting in the support of their professional team. All OHRD employees are expected to uphold the organisation’s mission, vision, and values by providing a professional, caring, and respectful service.

Responsibilities

• Administrative & Clerical Support: Typing correspondence and reports, managing filing systems (manual and digital), processing mail and medical reports, maintaining confidentiality, and supporting office opening/closing.
• Diary & Clinic Management: Organising appointments, clinics, and patient notes; coordinating schedules for clinical staff; maintaining accurate records; and liaising with external agencies.
• Reception & Communication: Meeting and greeting clients, handling calls and enquiries, and communicating effectively with clients, families, and professionals via phone, email, and correspondence.
• Contract & Compliance: Monitoring KPI performance, prioritising tasks to meet contractual deadlines, and ensuring adherence to equality, confidentiality, and data protection policies.
• IT & Systems: Using and maintaining the OHRD computer system, reporting faults, ensuring data integrity, and liaising with IT support.
• Teamwork & Training: Collaborating with colleagues, covering for absent staff, undertaking relevant training, and potentially upskilling for technical clinical tasks (e.g., drug/alcohol or hearing tests).
• Environment & Standards: Promoting cleanliness, environmental awareness, and efficient resource use in the workplace.

Skills and Qualifications

• GCSE / O Level (or equivalent) Maths and English Grade C or above.
• 2 consecutive years' experience of working in an admin/clerical position (within the last 3 years).
• An ability to communicate effectively with colleagues, clients, and the public in person, by phone, and in writing.
• Recent and relevant experience managing diaries, appointments, or workload efficiently to meet deadlines.
• Proficient in Microsoft Office (Word, Excel, Outlook) and able to use computerised record systems.
• An understanding of confidentiality, data protection, and equality policies in the workplace.
• An ability to work well as part of a team and demonstrate reliability and commitment