Admin Officer – BELFAST, QUEEN’S COURT.

Pay Rate: £13.75 per hour

Location: Belfast, 5th Floor, Queen’s Court, 56-66 Upper Queen Street

Start Date: ASAP

Expected Duration: 29^th March 2026 with possibility of extension

Working Hours: Monday to Friday 9am – 5pm but flexible working hours is available. Hybrid working – 3 days in office/2 days at home (on receipt of CTC clearance)

Benefits: Hybrid

Requirements: 5 GCSE’s including Maths and English (Grade C or Above).

Job Description:

Application Forms

– Check application forms for accuracy and return where necessary adhering to the current procedures and adhering to GDPR guidelines.

– Retention of application forms until they are no longer required and recording disposal of same.

– Register applications received by adding the details onto the CIDMIS system.

Finance

– To process orders and payments on Account NI for approval.

– To provide absence/leave cover for AO in finance

Records and Information Management

– To maintain the physical file register in respect of Corporate Services and Business Support records and to assist with file reviews when appropriate. – To be trained and perform function of Local Information Manager(LIM). – To assist in the collation of FOI/SAR/Data protection requests. CSNI Mailboxes – To ensure all items sent to CSNI generic mailboxes are dealt with in a timely manner. Printing Medical Records – Print medical records received by disc/pen drive within 3 days of receipt. Complaint/Compliments – To log and acknowledge complaints received within 1 day of receipt and to coordinate responses to be issued within the 15 day response time Shredding – Manage shredding, place orders and raise purchase orders. Premises Issues – To react to any Premises issues that may arise. – To carry out risk assessments as and when required. Incoming/Outgoing Post – ensure incoming and outgoing post is dealt within 24 hours of receipt. – open and sort mail as received manage the post pigeon holes throughout the working day – record all incoming recorded delivery post, hand delivered and faxes onto a spreadsheet. – Prepare for afternoon post pick up from Whistl, including weighing items of post as required, updating online portal, recording signed for and special delivery post and completing relevant paperwork and bringing post to main reception for collection Scanning and attaching electronic documents to CIDMIS – scan incoming correspondence onto the CIDMIS system. – attach electronic documents from the incoming mailboxes (CSNI Applications mailbox, CSNI Criminal Injury Mailbox, CSNI Criminal Damage Mailbox and CSNI LA-ME Mailbox, onto the appropriate electronic case file – Rectify any errors brought to the AO’s attention.

3rd Party Disclosures

– Deal with requests for information from the Courts in relations to 3rd Party Disclosures and respond within deadline set by the Court. They will also ensure the adhere to GDPR guidelines Historical Searches – Deal with requests for information for VPB and the HIA Redress board and respond within given deadline They will also ensure the adhere to GDPR guidelines Hearing loss – The AO will be carry out searches and respond to any requests relating to Hearing Loss claims. The AO is expected to scan and save into appropriate Records Manager container all responses issued in relation to Hearing Loss searches. Maintaining Registers – The AO will have responsibility for maintaining and updating registers for the business ie Recorded Delivery spreadsheet and Hand Delivered spreadsheet. Records and Information Management – To maintain the physical file register in respect of Corporate Services and Business Support records and to assist with file reviews when appropriate. Data Breaches/Incident Reporting – Liaise with Information Security Branch/line manager in relation to any Data Breaches/Incidents. (keeping a record of all breaches on Records Manager Fire Warden – To carry out Fire Warden duties Home Working – Adhere to all relevant office policies on all days when working from home. – To be available during working hours for emails and phone calls via Jabber. – To keep line manager fully appraised of tasks undertaken during periods of home working. – FOI/DPA/3rd Party – Respond to any FOI/DPA/3rd Party requests in required deadline and in line with GDPR protocols.

Stationery

– To maintain an appropriate level of stationery and order as and when necessary. – Ensure there is an adequate supply of Whistl envelopes/paper/toners etc Support/Training – Provide cover to finance AO. – Provide training to new members of staff Offender Checks Deal with requests for information regarding offenders. Management Support – To carry out areas/ tasks/ exercises of support at request of management as required. – To carry out all areas of management support to the best of my ability, in accordance with directions provided/ policies in place and Competency framework and within agreed timescales. – To carry out any training to new/ other members of staff as and when required by management. – To be aware of objectives and Key Performance Indicators within branch Business Plan and provide regular meaningful information in support of same as required. Elearning – To complete all mandatory e-learning courses

To apply, please email your CV and GCSE proof to: Emily.bell@therecruitmentco.uk