Administrative Officer – Belfast.

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:

• Checking application forms for accuracy and returning where necessary, following current procedures and GDPR guidelines.
• Retaining application forms until no longer required and recording disposal.
• Registering received applications onto the  system.

Finance:

• Processing orders and payments on Account NI for approval.
• Providing absence/leave cover for AO in finance.

Mailboxes:

• Ensuring timely handling of items sent to generic mailboxes.

Printing Medical Records:

• Printing medical records received by disc/pen drive within 3 days of receipt.

Complaints/Compliments:

• Logging and acknowledging complaints received within 1 day of receipt.
• Coordinating responses within the 15-day response time.

Shredding:

• Managing shredding, placing orders, and raising purchase orders.

Premises Issues:

• Reacting to any premises issues that may arise.
• Conducting risk assessments as required.

Incoming/Outgoing Post:

• Ensuring incoming and outgoing post is dealt with within 24 hours.
• Opening and sorting mail, managing post pigeon holes throughout the day.
• Recording all incoming recorded delivery post, hand-delivered items, and faxes onto a spreadsheet.
• Preparing for afternoon post pick-up, including weighing items, updating online portal, and completing relevant paperwork.

Scanning and Attaching Electronic Documents 

• Scanning incoming correspondence onto the  system(s).
• Attaching electronic documents from incoming mailboxes onto appropriate electronic case files.
• Rectifying any errors brought to the AO’s attention.

3rd Party Disclosures:

• Handling requests for information from the Courts regarding 3rd Party Disclosures and responding within deadlines, adhering to GDPR guidelines.

Hearing Loss:

• Conducting searches and responding to requests related to Hearing Loss claims.
• Scanning and saving all responses issued into appropriate Records Manager container.

Maintaining Registers:

• Responsibility for maintaining and updating registers for the business, including Recorded Delivery spreadsheet and Hand Delivered spreadsheet.

Data Breaches/Incident Reporting:

• Liaising with Information Security Branch/line manager regarding any Data Breaches/Incidents and keeping a record of all breaches on Records Manager.

Fire Warden:

• Carrying out Fire Warden duties.

Home Working:

• Adhering to all relevant office policies when working from home.
• Being available during working hours for emails and phone calls.
• Keeping the line manager fully apprised of tasks undertaken during periods of home working.

Stationery:

• Maintaining an appropriate level of stationery and ordering as necessary.
• Ensuring an adequate supply of Whistl envelopes, paper, toners, etc.

Support/Training:

• Providing cover to finance AO and training to new staff members.

Offender Checks:

• Dealing with requests for information regarding offenders.

Management Support:

• Carrying out areas/tasks/exercises of support as requested by management.
• Providing regular meaningful information in support of branch objectives and Key Performance Indicators.

E-Learning:

• Completing all mandatory e-learning courses.

Essential Criteria:

To be considered for this role, you must have:

• 5 GCSEs including Maths & English (Or Level 2 equivalent).
• Access NI Background Check.

If interested, please apply for the position or contact Sean at sean.burns-mooney@therecruitmentco.uk.