Job Description
Title of Post:
Administration Assistant – Clinical Administration
(2 Permanent Roles)
Location:
Action Cancer House / BIG BUS - all over Northern Ireland
(Based at Action Cancer House, Belfast)
Hours:
35 hours per week
Reports to:
Clinical Office Coordinator
Accountable to:
Head of Professional Services
Salary:
NJC Pts 9 – 13, £14,075 – £15,941
Overall Responsibility
Working within a team, to provide high quality clerical and reception support for Action
Cancer’s Services both in Action Cancer House (Belfast) as well as in the BIG BUS,
Action Cancer’s state-of the art mobile service.
Duties
Administration

To provide clerical and administrative support for in-house clinics at Action Cancer
House and the Big Bus.
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To provide reception cover on the BIG BUS greeting users and visitors and
making them feel at ease and welcome to the service demonstrating excellent
customer care skills.

To provide reception cover in Action Cancer House using the switchboard, as well
as greeting users and visitors and making them feel at ease and welcome to the
service demonstrating excellent customer care skills.

To provide administration assistance to the clinics within Action Cancer House
when needed.

To operate the appointments desk and book appointments using bespoke
appointment system (CID).
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To assist Consultant Radiologists and qualified Reading Radiographers with the
administrative process required whilst reading mammograms.

To provide information and guidance to clients and general public.

To deal with enquiries from the public, passing on to the appropriate person.

To deal with enquiries around client appointments and referrals from GP’s and
hospitals.

To assist the administration team in completing paperwork and maintaining
accurate medical records and efficient filing and administrative system as required
within Clinical Administration at Action Cancer House, including administration
follow-up systems and processes following service provision.

To maintain and update databases of users and potential users according to
requirements.

To provide cover for evening and early morning clinics held in Action Cancer
House, when required.

To assist in evaluations and audits of the service when appropriate.

To maintain contact with Action Cancer House when out on the BIG BUS.

When working on the BIG BUS help assisting in clearing prior to, during and after
each visit.

To assist in the promotion of the BIG BUS on location throughout Northern
Ireland.

To create and maintain information databases and to assist with the
administration around services PR to include photocopying, mail shots, and the
production of posters and flyers.

To minute interdepartmental meetings and provide other administrative needs as
required.

To adhere to Health and Safety and control of infection policies and other
guidelines and procedures of Action Cancer.
General Duties

To provide information on Action Cancer services.

To carry out any other duties as agreed with the Clinical Administration
Coordinator or BIG BUS Services.

To deal with enquiries from the public or by telephone for all services.

To assist with basic cleaning of the BIG BUS interior and to ensure that it is kept
clean and tidy at all times.

To undertake any training deemed relevant to the post

At all times to respect the confidentiality and dignity of our patients and clients.
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Flexibility to increase hours to cover holiday/sickness.

To maintain close working and communication with other departments within
Action Cancer.

To travel throughout Northern Ireland to wherever the BIG BUS is sited.
Staff travel together to the Big Bus by means of 1) a company vehicle, or 2) by means of their
personal car.
1)When Staff travel by company vehicle a rota is prepared, and names are allocated to drive
colleagues to and from the Big Bus, starting from and finishing at Action Cancer House.
2)When Staff are required to use their own cars, a rota is prepared, and names are allocated to
drive colleagues to and from the Big Bus using personal cars, starting from and finishing at Action
Cancer House.
The Big Bus can be located anywhere in NI, resulting in early starts/late return.
This job description will be subject to review in the light of changing
circumstances and is not intended to be rigid and definitive, but should be
regarded as providing guidelines within which the individual works. Other duties
of a similar nature and appropriate to the grade may be assigned from time to time.
It is important to note that the responsibilities of the post may change to meet the
evolving needs of the services that the charity provides.
Employees of Action Cancer must support its Mission as follows:
“Action Cancer is a Northern Ireland charity dedicated to saving lives and
supporting people affected by cancer through prevention, detection, support and
awareness.”
Action Cancer expects all staff to “live” by three values:
1. Everyone is treated with respect, care, dignity and consideration
2. We offer innovative services that are professionally delivered by people
working together who are empowered, passionate, committed and valued
3. We are transparent and fully accountable for all our actions and the effective
and efficient use of all our resources.
General Responsibilities
All staff must comply with Action Cancer’s No Smoking Policy on Action Cancer Premises
All duties are carried out in compliance with Action Cancer’s Health and Safety Policy and
Statutory requirements.
Action Cancer is an Equal Opportunities Employer. You are required to adhere to Action
Cancer’s Equal Opportunities Policy throughout the course of employment.
To ensure the ongoing confidence of the public in the staff of Action Cancer, staff must
ensure they maintain the high standards of personal accountability.
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PERSONNEL SPECIFICATION
Administrative Assistant
Essential
1. A minimum of one year’s experience of working in a busy office environment,
including Reception duties.
2. 5 GCSE’S including English grade C or above (or equivalent),
3. IT literate with a high level of experience of data input and competence with ICT
including all Microsoft Office packages, in particular Excel and Microsoft Word.
4. A positive attitude, with specific examples of ability to demonstrate strong
customer care and interpersonal skills, including experience of interacting with
people at all levels.
5. First class oral and written communication skills including experience of
responding to sensitive client queries.
6. Proven team player – ability to demonstrate experience of working with internal
and external stakeholders.
7. Excellent organisational skills, including ability to multi-task, prioritise and work to
deadlines.
8. Available and flexible to work hours to meet the needs of the role – including
evenings and weekends (excluding Sunday).
9. Hold a full, current driving license, with business insurance, and be willing to drive
either Action Cancer company vehicle, or own car - as scheduled on a car pool
rota. Candidates must have access to the use of a car or some other appropriate
form of transport to carry out the duties of the post in full.
Desirable
1. A minimum of three year’s experience working in a busy office environment,
including experience of using switchboard.
2. OCR (RSA) II Word Processing or ECDL Certificate.
3. Experience of providing administrative support within cancer services or the
voluntary sector.
4. Experience of working within a healthcare environment (e.g. hospital, health
centre, etc)
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Action Cancer is a local charity - all our money is raised to provide services for local
communities. Our dedicated team of staff and volunteers work across the whole of
Northern Ireland helping to save lives and support people affected by cancer.
We provide early detection and health promotion services, and counselling and support
services for cancer patients and their families, thereby making a real difference to people
who are affected by or living with cancer.
Our staff - a mix of highly skilled professionals - are the most valuable asset to our
organisation. We offer a wide variety of training and development opportunities, and
family friendly initiatives to enhance work-life balance, and to value and support
individuals and family life.
We are very proud to have achieved IiP Gold Champion status, and are winners of the
Employers For Childcare “Childcare Works Award” 2014. These awards are testament to
our continued commitment to developing and supporting our staff to “offer innovative
services that are professionally delivered by people working together who are
empowered, passionate, committed and valued”.
Benefits

Salary : NJC Scale Pts 9 – 13, £14,075 – £15,941

35 hours per week

20 Days leave (pro rata) rising 1 extra day a year every April (following
completion of probationary period and confirmation in post) up to a
maximum of 5 extra days.

12 Statutory Holidays (Pro Rata)

Toil (Time off in Lieu) accrual system

Training orientated organisation

Flexible, family-friendly working arrangements

Pension contributions

Excellent professional development opportunities
In addition to a competitive salary, Action Cancer offer the Total Reward Package
detailed below, which focuses on what our staff value, and includes a flexible mix of
rewards designed to meet staff needs, their lifestyle, and their stage in life.
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Salary
Financial & Pay In Kind
Action Cancer Total Reward
Health & Wellbeing
Pension contributions
Flexible Work
Annual Increments to top of scale
Return to Work Interviews
Pay increases linked to NJC & AFC
Return to Work Programs
Memberships of Professional Bodies
NHS Cash Benefits Top-Up Scheme
Memberships of Professional Organisations
Occupational Health Service
Organisation Wide Training Budget
Staff Care Services
Attendance at External Seminars & Conferences
Access to Therapies
Accomodation at Events
Access to Counselling
Subsistence Payments
Eyecare Voucher
Mileage Allowance
Health Screenings
Travel Expenses
Kitchen Facilities
Bicycles for Work Scheme
Uniforms
Free Coffee / Tea/water fountains
Shower Facilities
Personal and Family Related
Enhanced Paid Annual Leave
Incremental Increases in Annual Leave
Salary Sacrifice to Support Childcare Costs
Additional Annual Leave at 10, 15, and 20 years service
Santa Party for Staff and Children
Paid Bank and Public Holidays
Fixed Closure at Christmas
Additional Day Paid Leave at Christmas
Compassionate/Bereavement Leave
Additional Celebration Days eg Royal Wedding, Jubilee
Salary Sacrifice for Pension
TOIL
Early Closure at Christmas, Easter and July
Enhanced Sick Pay
Part Time Work
Enhanced Paternity Pay
Compressed Working
Enhanced Maternity and Adoption Pay
Remote/Home Working
Laptop Provision
Family Friendly Policies
Mobile Phone Provision
People Friendly policies
£10 Christmas Celebration Gift
Career Break
Free Parking
Parental Leave
Investment in People
Dependancy Leave
Comprehensive Induction Training
Special Leave
3 & 6 Month Review of Probation Period
Job share
Three Performance Reviews per annum
Unpaid Sabbaticals
Review of Annual Performance
121 Meetings with Line Manager
Internet Purchases Can be Delivered to Work
Comprehensive development programme
Recognition
On the job learning
Training & Development linked to Strategic Plan
Celebrate Individual & Team Success
Training & Development linked to Competencies
Flowers
Continuing Professional Development
Open culture of communication
Training & Development linked to Individual Requests
Staff Empowerment - involvement in decisions
Educational Training Grants
Recognition in Chief Executive Newsletter
Study Leave
Personal Thank You's
Overseas Challenge opportunities
Contribution to Christmas Celebrations
Strategy Away Days
Policies and Procedures
Staff Away Days
Equality of Opportunity
Coaching & Mentoring
Framework to Raise Matters of Concern
Training Certificates
Student / Volunteer Recognition
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Terms and Conditions of Employment

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2 satisfactory references are required one which must be from a current / previous
employer
Successful applicants must evidence their right to work in the UK (under the
Asylum and Immigration Act).This will be evidenced in the first instance by a
passport or other forms of ID that will be outlined if no passport is available.
6 months probationary period
Evidence of relevant academic and professional qualifications.
Evidence of appropriate vehicle documentation
All potential employees may be asked to attend a pre employment medical
Successful AccessNI / Security Check
Action Cancer is an Equal Opportunities employer and an
Investors in People Gold Champion Organisation.
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