Directorate of Performance Management and Corporate Services JOB DESCRIPTION

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1 Directorate of Performance Management and Corporate Services JOB DESCRIPTION Post: Assembly Question Administrator (with General Administrative Support Duties) Band: 3 ( 16,271-19,268) Location: Corporate Services, HSCB Headquarters, Linenhall Street, Belfast Reports to: Deputy Complaints Manager Responsible to: Complaints/Litigation Manager JOB SUMMARY The post holder will act as principle point of contact with the DHSSPS in respect of the receipt of, co-ordination and responding to Assembly Questions. In addition the post holder will provide a professional and efficient administrative support service to the Complaints/Litigation team within Corporate Services. KEY DUTIES AND RESPONSIBILITIES a. Responsible for the efficient organisation of a system for the receipt and processing of Assembly Questions, including identification of the relevant directorate to respond, dependent on the basis of the question; a well-organised and effective process for collating responses from relevant Directors; and providing clear responses to DHSSPS within very tight timescales. b. To be responsible for the continuing development and management of an efficient database for the recording of Assembly Questions and responses; c. To be responsible for compiling regular reports, identifying specific trends, themes and statistics (by directorate) associated

2 with Assembly Questions for consideration by the Senior Management Team; d. Responsible for the receipt and distribution of correspondence, reports, s and very sensitive information ; e. To assist with organising participation forums (meetings and workshops) with service users and carers as part of the ongoing work associated with Complaints in HSC, and attending same; f. Wordprocessing as required, including drafting correspondence, agendas, papers and minutes of meetings; g. To receive and deal with telephone enquiries and s as appropriate; h. Provide administrative support for projects as requested; i. Input and retrieval of data from manual and electronic systems; j. Organise meetings, seminars, workshops, including arranging venues, arranging relevant equipment, hospitality, notifying attendees, minuting and pursuance of follow up action as required; k. Maintaining a high level of confidentiality of information; l. Work as a member of a team, providing cover for colleagues as required; GENERAL RESPONSIBILITIES At all times provide an efficient service and to treat those with whom they come into contract in a courteous and respectful manner; Demonstrate their commitment by their regular attendance and the efficient completion of all tasks allocated to them; Comply with the HSCB Smoke Free Policy; Carry out their duties and responsibilities in compliance with the Health and Safety policies and statutory requirements; Adhere to Equality and Good Relations duties throughout the course of their employment; Maintain high standards of personal accountability; Comply with the HSCB Code of Conduct;

3 The postholder must be flexible in approach and prepared to undertake any other duties as appropriate. RECORDS MANAGEMENT All records including corporate, administrative and patient/client, whether paper based or electronic (including s) are public records and are accessible to the general public, with limited exceptions, under the Freedom of Information Act 2000, the Environment Regulation 2004 and Data Protection Act Employees are required to be conversant with the policies and procedures on records management and to seek advice if in doubt.

4 PERSONNEL SPECIFICATION Assembly Question Administrator (with General Administrative Support Duties) Band: 3 Applicants must clearly demonstrate in the application form evidence of the qualifications and experience noted below. Only information contained in the application form will be considered at the shortlisting stage. Essential Criteria: 1 GCSE English Language and Mathematics (Grades A-C) AND 2 A Levels AND 1 year s relevant experience in an office environment OR 18 months relevant experience in an office environment AND Demonstrate experience in database management, for example DATIX, the use of Microsoft packages, Word, Excel, Outlook, Powerpoint, etc to include typing/wordprocessing letters, memos, reports, etc 2. Experience of inputting and retrieval of information from databases or other information systems. 3. Experience of managing and prioritising incoming and outgoing information. 4. Ability to create, develop and maintain effective working relationships with colleagues and work contacts external to the organisation. 5. Experience of minute taking and pursuance of relevant action points. 6. Experience of organising meetings and workshops for stakeholders internal and external to the organisation. 7. Experience of handling confidential and difficult situations with discretion and diplomacy.

5 8. Excellent communication and interpersonal skills to include the ability to communicate fluently and effectively in writing and orally with other staff of all grades (including clinical/professional), other agencies, complainants and service users/carers; 9. Ability to manage workload effectively and meet strict deadlines. 10. Ability to work on own initiative and as part of a team. Desirable Criteria A knowledge of Complaints in the HSC A recognition and appreciation of the role of the Northern Ireland Assembly Applicants please note the following Whilst elements of the essential criteria of the Personnel Specification will form the basis for shortlisting, these may become more stringent by the tightening of the current criteria. The appointment is subject to proof of the attainment of any qualifications deemed essential to the post and used as a basis for shortlisting. Failure to provide evidence of the require qualifications prior to taking up the post will result in the offer of employment being withdrawn. All appointments may be subject to assessment by the Occupational Health Service. The Board operates a Smoke Free policy and all staff must comply. WE ARE AN EQUAL OPPORTUNITY EMPLOYER

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