Investigations Administrator Job ref: NIPSO/IA/09/26 | Job type: Permanent Location: Progressive House, Belfast | Salary: £28,598 to £31,022 Quantity of Posts Available: 1 Closing date: Monday 09 Mar 2026 12:00 Job summary Main purpose of job Reporting to the Investigations Team Manager directly, and ultimately to the Director of Investigations, the post-holder will provide an accurate, confidential, administrative support service to the Further Investigation Team. Summary of principal duties and responsibilities: The main responsibilities of this role are to support the Investigating Officers (IOs), Investigation Team Managers (TMs) and the Director of Investigations (DoI) by: Managing an administrative caseload and other competing priorities while taking personal responsibility for the provision of a confidential and efficient administrative support service to support the achievement of the office KPIs within service quality standards. This will include: o Assisting IOs to obtain independent professional advice by sourcing and contacting potential advisors from a list maintained by NIPSO; o Assisting IOs to obtain independent professional advice by preparing and/or issuing electronic and hard copy advice packages, as directed by the IOs; o Issuing completed draft and final investigation reports to complainants, public bodies and relevant third parties in line with the Procedural Manual, as directed by the IOs/TMs/DoI; o Closing further investigations cases on the case handling system in line with the Procedural Manual; o Tracking and administrating public bodies compliance with Ombudsman recommendations, liaising with IOs on receipt of compliance documentation, and updating the case handling system, as required; To collate and process large volumes of sensitive data and information from a range of sources. To handle sensitive information, including medical information, required for investigations by photocopying and scanning confidential documents, uploading to the case handling system; deciphering illegible scanned documents for IOs. 9 To develop and maintain accurate and contemporaneous records on the case management system and paper files in accordance with office policy and make suggestions for improvements in processing/record keeping as required. To format confidential investigation reports/correspondence for IOs as required. To produce internal reports, spreadsheets and other data on Further Investigations cases for the TMs/DoI/Senior Management Team, as directed. To input and check the accuracy of information recorded on the case handling system as required. To provide a confidential word processing and support service for the Further Investigations Team Provision of PA support as required by accurately taking minutes of meetings, as delegated, for the Further Investigations Team. Proof reading for IOs / TMs / DoI, as required. To provide general administrative support to other teams when requested by TMs /DoI, in line with business need To manage the Investigations Team email Inbox, responding to or redirecting correspondence as appropriate Manage administration of the File Management Structure for the Further Investigations Team. To maintain effective relationships with the public, wider public bodies/authorities and colleagues. To adhere to all GDPR/data protection policy and confidentiality requirements and NIPSO policies on the handling and storage of data. General Responsibilities & Duties Adhere to the NIPSO values of fairness, impartiality, openness, respect and integrity. Adhere to and promote the Office policies on Equality of Opportunity and Dignity at Work, demonstrating a commitment to the principles of equality, fairness and diversity in all aspects of work. Have due regard for your own safety and that of others, behaving appropriately at all times and reporting all accidents no matter how minor. Take responsibility for the development of own skills and knowledge through proactive engagement in the internal performance review processes; and Undertake ad-hoc, cross-functional project work supporting the development of the Office and service provision as reasonably requested by your line manager. This job description is subject to review and amendment as the demands of the role and the organisation evolves. Therefore, the postholder will be required to be flexible and adaptable and aware that they may be asked to perform tasks, duties and responsibilities which are not specifically detailed in the job description, but which are commensurate with the role. PERSON SPECIFICATION ESSENTIAL CRITERIA Applicants must, as at the closing date for receipt of applications, be able to demonstrate by providing personal and specific examples on their application form that they have: Qualifications (i) Educated to A level standard or equivalent. (AF) (ii) 2 years experience in an administrative role within a busy customer service environment. (AF) (iii) Previous experience of using an electronic case handling system and of developing and maintaining systems to collate and monitor data to generate reports and ensure quality standards are met. (AF) (iv) Good attention to detail and a commitment to timeliness, quality, accuracy and confidentiality in information processing. (I) (v) Good organisational and planning skills, and the ability to work to deadlines to manage competing priorities. (I) (vi) Excellent written and oral communication skills to include the ability to communicate effectively with stakeholders at all levels. (AF) (I) (vii) Competent in the use of Microsoft Office packages to extract information and produce reports. (AF) (viii) Ability to work as part of a team and contribute to continuous improvement (I) DESIRABLE CRITERIA (i) Experience of working in a complaints handling environment (AF) SKILLS AND ATTRIBUTES Applicants must be able to demonstrate evidence of the following skills, competencies and attributes which will be tested at interview: Oral and Written Communication Collaborative Working Organisational and Planning Continuous Improvement