Clinic Administrator, Belfast

Job Title: Clinic Administrator (Public Sector) - Belfast - £12.31
Location: Belfast
Start Date: May 2025
Hours: Monday - Friday, 9:00 AM - 5:00 PM
Contract: Full-Time, Temporary
Pay: £12.31 per hour

MAIN DUTIES/RESPONSIBILITIES:
The post holder will provide admin support and assistance:

• Track and monitor Approved Social Work applications from receipt to discharge, ensuring forms are completed within deadlines and the dataset is maintained.
• Identify key workers within hospital and community settings through the tracking process, using a wide range of systems i.e., EPIC, ECR, PARIS.
• Liaise with hospitals, Doctors, Community Teams, Call Management, RESWS, and other Health and Social Care Trusts to obtain all relevant data that will inform and support the team.
• Ensure distribution of referrals for allocation to the appropriate persons in a timely manner, observing legal timeframes.
• Ensure the Approved email boxes are cleared on a daily basis.
• Support the ASW Service in the preparation of the ASW Rota and availability of staff.
• Screen referrals to ensure correct forms are used and key sections are completed.
• Be responsible for printing and posting MHOBs as and when required.
• Be the first point of contact for members of staff, health care professionals, and the public making enquiries by telephone or face-to-face, ensuring calls are handled appropriately and in a timely manner.
• Undertake a range of admin support duties including maintaining an up-to-date dataset, record/stats on Microsoft Excel and Microsoft Access, allocating referrals to the appropriate professionals through EPIC, emails, maintaining diary, typing/photocopying, and admin support.
• Process and manage incoming/outgoing mail and ensure that mail is distributed appropriately to relevant staff in a timely manner.
• Collate statistics using Microsoft Excel as and when required.
• Support the Team, Admin Coordinator, and the Learning and Development Manager in organizing Workshops, Forums, Training events, catering, etc.
• Book venues, process invoices, update and print training packs/material.
• Source and order merchandise for the Learning and Development Manager.
• Provide administrative services for specific meetings and projects including organizing meetings, issuing agendas, supporting documentation, and initiating follow-up actions as Minute/note taking responsibilities as directed.
• Provide efficient organization and maintenance of Mental Capacity Act and Approved Social Work Service record and information systems in line with Good Management/Good Records guidelines and Trust standards.
• Maintain manual and computerized records of work to ensure the Approved process is completed accurately and deadlines are met per legislation.
• Contribute to the changing needs of the service by attending team meetings.
• Manage routine queries, referring to Admin Coordinator when necessary.
• Maintain up-to-date mandatory training.

Essential Criteria

• 5 GCSEs at grade C or above, including English/English Language and Math, or equivalent educational qualifications AND a minimum of 2 years' experience in an administrative or secretarial position including experience of Microsoft Office (e.g., Word processing, creating spreadsheets, email management, creating databases, PowerPoint presentations).

Or

• NVQ Level 2 Administration and two years' relevant administration experience.

Or

• 3 years' recent administration experience including one year's experience of working with computerized information systems (i.e., Microsoft Word, Excel, Access, PowerPoint, and Outlook programs), particularly the use of databases (Access) and spreadsheets (Excel).

Desirable Criteria

• Experience in the use of electronic systems (i.e., EPIC, PARIS, ECR, Microsoft Teams).

Shortlisting Criteria: All applicants must meet the essential criteria. Due to high application volumes, only shortlisted candidates will be contacted.
Access NI Check: Successful candidates may be required to apply for an Access NI Certificate (fee applies).