Job Opportunity: Administrative Officer
Location: Belfast
Pay: £12.36 per hour (Paid Weekly)
Hours: Monday to Friday, 9:00 AM – 5:00 PM
Start Date: ASAP
Duration: Ongoing (Possibility to Extend)
Job Duties:
As an Administrative Officer, your responsibilities will include:
Application Forms:
1. Checking application forms for accuracy and returning where necessary, following current procedures and GDPR guidelines.
2. Retaining application forms until no longer required and recording disposal.
3. Registering received applications onto the system.
Finance:
4. Processing orders and payments on Account NI for approval.
5. Providing absence/leave cover for AO in finance.
Mailboxes:
6. Ensuring timely handling of items sent to generic mailboxes.
Printing Medical Records:
7. Printing medical records received by disc/pen drive within 3 days of receipt.
Complaints/Compliments:
8. Logging and acknowledging complaints received within 1 day of receipt.
9. Coordinating responses within the 15-day response time.
Shredding:
10. Managing shredding, placing orders, and raising purchase orders.
Premises Issues:
11. Reacting to any premises issues that may arise.
12. Conducting risk assessments as required.
Incoming/Outgoing Post:
13. Ensuring incoming and outgoing post is dealt with within 24 hours.
14. Opening and sorting mail, managing post pigeon holes throughout the day.
15. Recording all incoming recorded delivery post, hand-delivered items, and faxes onto a spreadsheet.
16. Preparing for afternoon post pick-up, including weighing items, updating online portal, and completing relevant paperwork.
Scanning and Attaching Electronic Documents
17. Scanning incoming correspondence onto the system(s).
18. Attaching electronic documents from incoming mailboxes onto appropriate electronic case files.
19. Rectifying any errors brought to the AO’s attention.
3rd Party Disclosures:
20. Handling requests for information from the Courts regarding 3rd Party Disclosures and responding within deadlines, adhering to GDPR guidelines.
Hearing Loss:
21. Conducting searches and responding to requests related to Hearing Loss claims.
22. Scanning and saving all responses issued into appropriate Records Manager container.
Maintaining Registers:
23. Responsibility for maintaining and updating registers for the business, including Recorded Delivery spreadsheet and Hand Delivered spreadsheet.
Data Breaches/Incident Reporting:
24. Liaising with Information Security Branch/line manager regarding any Data Breaches/Incidents and keeping a record of all breaches on Records Manager.
Fire Warden:
25. Carrying out Fire Warden duties.
Home Working:
26. Adhering to all relevant office policies when working from home.
27. Being available during working hours for emails and phone calls.
28. Keeping the line manager fully apprised of tasks undertaken during periods of home working.
Stationery:
29. Maintaining an appropriate level of stationery and ordering as necessary.
30. Ensuring an adequate supply of Whistl envelopes, paper, toners, etc.
Support/Training:
31. Providing cover to finance AO and training to new staff members.
Offender Checks:
32. Dealing with requests for information regarding offenders.
Management Support:
33. Carrying out areas/tasks/exercises of support as requested by management.
34. Providing regular meaningful information in support of branch objectives and Key Performance Indicators.
E-Learning:
35. Completing all mandatory e-learning courses.
Essential Criteria:
To be considered for this role, you must have:
36. 5 GCSEs including Maths & English (Or Level 2 equivalent).
37. Access NI Background Check.