Band 3 Administrative Assistant, Carer Support Service, Belfast Health and Social Care Trust (permanent, full-time post)

Under the leadership and direction of the Carer Coordinator (Band 7 Team Lead) the post holder will;

• Act as a first point of contact for people accessing the service by phone, email and in person
• Respond in timely manner to and processing correspondence within the Carer Services email box
• Be responsible for processing all carer support applications for services and maintaining an accurate and up-to-date database of all processed applications
• To advertise Carer Support activities, maintain records and process enrolments / bookings/ confirmations for activities.
• To collate number of carers, attendances and hours of support provided on a monthly basis and contribute to the compilation of reports as required.
• Book venues and maintain records of any required risk assessments.
• Be responsible for maintaining the BHSCT Carer, staff and Community & Voluntary sector electronic and postal mailing lists
• Undertake a range of admin support duties including, making appointments, maintaining diaries, receiving, processing and distributing incoming mail, personally dealing with routine items, and admin support to staff
• To be responsible for co-ordinating meetings, drafting agendas and papers and ensuring that the calendar of events is managed effectively.
• Provision of administrative / secretarial support to the Senior Manager: Carer Support Service as required.
• Co-ordinate and process a range of correspondence in accordance with agreed procedures within area of responsibility.
• Deal with incoming / outgoing mail and ensure that mail is distributed and redirected appropriately to relevant staff and in a timely manner.
• To collate Carer information for dissemination to service areas and ensure that it is up-to-date and of a professional standard.
• Organise, plan, support and minute-taking of meetings and committees where required..
• Ensure that all systems used both manual and electronic are maintained in an accurate and timely way and in accordance with local policy and procedure.
• Support the Team Leader in records management including archiving and disposal to meet legislative and Trust policy requirements.
• Support the Team Leader in ensuring data protection standards within Trust policies are maintained for administrative records within the Carer Support Service
• Support and assist other staff in PR/ events as required.
• Assist in the production/collation of statistics using Excel, as required.
• Contribute to  quality assurance exercises
• Contribute to the development of local policies and procedures, as appropriate          

• Monitor and maintain adequate supplies of stock, stationery and PR materials, as required for the Carer Support Service.
• Ensure that work for which responsible is accurate, checked and processed in a timely manner in accordance with agreed performance standards
• Establish, maintain and develop close working relationships with managers and staff at all levels throughout the Trust and interact effectively with members of the public as required.
• Maintain standards of confidentiality regarding all information held in respect of service users, carers and professional staff
• To participate in the Trust’s Performance Review Scheme, supervision as required.
• To take responsibility for his/her own performance and to identify personal development areas.
• Prioritise workload in accordance with expected outcomes
• Provide cover by attending online and face to face sessions (e.g. sick leave / annual leave) as and when required and to be flexible in approach to meet changing demands on the service. This may include, after appropriate consultation, the need to make changes to your location, duties and/or responsibilities.
• To promote the HSC values and culture of the organisation through the implementation of relevant policies and procedures and appropriate personal behaviour.
• Demonstrate knowledge and plans to promote and maintain own health and wellbeing within the Carer Support Service.
• Work within own boundaries of the role seeking advice of senior staff when appropriate.
• Carry out all roles and duties of Fire Officer / First Aid Officer as required.
• Work actively to promote Working Well Together policies to creative a positive and harmonious team working environment.

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.
• The post holder will promote and support effective team working, fostering a culture of openness and transparency. The post holder will ensure that they take all concerns raised with them seriously and act in accordance with Belfast Trust’s Whistleblowing Policy and their professional code of conduct, where applicable.
• 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.