Overview
Senior Services Admin Co-ordinator at Cancer Focus Northern Ireland. Reports to the Director of Services / Assistant Director of Services. 35 hours per week (full-time). Location: 40-44 Eglantine Avenue, Belfast BT9 6DX. Campaign Service/Cause: Services. Remuneration: £31,357 - £33,301.
This role plays a pivotal part in supporting the effective delivery of Cancer Focus NI's support services, including Therapeutic Support, Health Improvement, Community & Wellbeing programmes, and Cancer Support Centres. It has two core responsibilities: managing the Services Administration Team and overseeing the digital management system (AdvicePro) to ensure accurate data capture, monitoring, and reporting aligned with outcomes-based accountability. The post holder will also manage reception and front‑of‑house duties.
Key Responsibilities
* Lead, manage, and develop the Cancer Focus NI Services Administration Team to provide high-quality administrative support to service coordinators and managers.
* Ensure effective scheduling and monitoring of referrals and appointments for therapeutic services (counselling, family support, art therapy, bra fitting, support groups).
* Oversee and improve the AdvicePro digital management system, including data capture, reporting, and processes to support outcomes-based accountability.
* Manage reception and maintain a welcoming, professional front‑of‑house experience.
Team and Office Administration
* Lead and support the Services Admin team to support the Director of Services, Assistant Directors, service coordinators and managers.
* Provide line management, performance appraisals, and development for the administration team.
* Develop, implement, and improve office management policies and procedures.
* Monitor and improve administrative workflows to maximise efficiency.
* Oversee facilities, supplies, equipment, and general office management.
* Manage office budgets, expenditure tracking, and financial reporting in coordination with the Services Directors.
* Support the administrative workforce to focus on the needs and experience of those supported by Cancer Focus NI.
* Organise and support team meetings; ensure compliance with SOPs and information security; maintain a professional image of the organisation.
Digital System and Data Management
* Assist with the management, development, and optimisation of AdvicePro; act as subject‑matter expert and champion for AdvicePro.
* Ensure referrals, appointments, and activities are accurately recorded in the system.
* Deliver system training during induction and as required; maintain high standards of accuracy and timely communication with service staff.
* Support service leads in monitoring and evaluation across funding streams; produce regular and ad hoc reports on service delivery and client engagement.
* Conduct data analysis to support continuous service improvement and inform decision‑making; coordinate and analyse client satisfaction surveys.
Monitoring, Reporting and Evaluation
* Develop systems to support outcomes‑based accountability reporting across all service areas.
* Participate in Service Improvement plans and monitor programme performance and targets aligned to strategic outcomes.
* Collate, analyse, and present statistical data for internal and external reporting (funding, accreditation, audits, board reports).
* Lead on processes to meet the demands of a growing service; establish KPIs and priorities with Directors and Service Leads.
Governance & Service Improvement
* Secure handling of sensitive data in compliance with GDPR and Cancer Focus NI policies.
* Report any concerns related to client service delivery, safeguarding, reputational risk, or other risks to the Line Manager.
* Follow risk management procedures; promote continuous improvement and innovation; contribute to website and social media information as required.
General
* Work as part of a multidisciplinary team; communicate effectively; participate in training and maintain competency (e.g., Manual Handling).
* Contribute to a safe working environment and represent Cancer Focus NI professionally.
* Attend internal/external meetings and events; support Cancer Focus NI services in all areas of work.
* Undertake other reasonable duties as required by the Director of Services or Assistant Director of Services.
Note: The job description is not exhaustive and responsibilities may evolve. Some evening or weekend work and flexible working may be required.
Person Specification
The following essential criteria relate to experience, qualifications, skills, and knowledge required to perform the role. Please address these in your covering letter with examples from your experience.
Experience (Essential)
* Proven senior experience in administration/office management or a similar role
* Proficiency in MS Office and office administration software
* Experience managing a digital management system
* Experience implementing change to improve services
Qualifications
HND/HNC/degree in business/finance/management or equivalent plus 2 years in a senior administrative role with management experience and digital system usage; or Two A levels (or equivalent) plus 3 years in a senior administrative role with management experience and digital system usage.
Skills & Knowledge
* Strong leadership and team management abilities
* Excellent verbal and written communication
* Knowledge of office management procedures and policies
* Good administration, organizational, and problem-solving skills
* Ability to meet deadlines and objectives
* Interpersonal skills to build effective working relationships and lead an efficient team
* Attention to detail; ability to analyse data and produce accurate reports
* Ability to handle sensitive information tactfully and professionally
Personal Qualities
* Enthusiasm, drive, and commitment to continuous improvement
* Ability to work collaboratively in a multi‑disciplinary team
* Ability to prioritise, multitask, and meet deadlines
* Ability to work unaided; remain calm in a busy environment
* Empathy with professional boundaries; welcoming, approachable manner
* Adaptable approach to work
Desirable Criteria
Experience with Advice Pro or similar digital management system; supervision and development of staff; formal performance management; proficiency with SharePoint. Postgraduate management qualification or equivalent professional experience.
Terms and Benefits
* Flexible working policy
* 25 days annual leave plus 12 statutory days (pro rata for part‑time)
* Additional leave after 5 and 10 years of service
* Enhanced maternity/adoption pay; enhanced sick pay
* Contributory pension; Cycle to Work; Life Assurance; Healthcare Plan
* Mileage allowance at HMRC rate
Other Information
Right to work in the UK is required; some roles involve regulated activity with adults and children; Access NI check will be conducted for successful candidate. All applicants are considered on merit and under equal opportunities policy. A 12‑month probationary period applies.
Application Process
The closing date is 5:00pm on 3 October 2025. Interview dates are 16 and 17 October 2025. Submit an up‑to‑date CV and covering letter to the Human Resources team at Cancer Focus NI, 40/44 Eglantine Avenue, Belfast, BT9 6DX, or by email as directed. Applications received after the closing date/time will not be accepted.
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