Admin Assistant

BSNI is working with the Belfast City Council Port department to recruit two temporary admin assistants

Duration:  12 weeks

Salary: £16.65

Location:  Port Health Belfast

Main purpose of job

Reporting to the relevant line manager as appropriate, the primary function of the Port Health Support Assistant is to provide technical and administrative support in the administration of imported food controls and other statutory services in relation to the protection of public and animal health at the Port of Belfast (PoB), Border Control Post in accordance with UK, NI and EU legislation.

Provide a comprehensive administrative role for the service, including providing support for new and evolving areas of work and to meet service and unit objectives.

To work closely with other team members, providing support with technical and administrative tasks and to undertake all duties of the post in accordance with agreed time and quality targets.

Summary of responsibilities and personal duties

Provide a comprehensive administrative role for the Port Health Service as required and in particular: –
–   Maintain any required records or databases using manual or computerised systems as appropriate.

–   Issue all documents, certificates forms, letters, leaflets, and literature as necessary.

Ensure that all documentation is effectively checked, completed, filed and that the document/information management systems for the service are used and maintained appropriately.
Deal with complaints, enquiries, and requests for service (including processing Freedom of Information requests, corporate complaints and complaints from Elected Members) in line with policies and procedures.
Undertake administrative duties in relation to the enforcement function including notices, formal cautions, summonses and maintain legal correspondence.
Compile and analyse service performance data, statistics and reports as required and collate management information for the service and implement systems for monitoring and evaluation of this information.
Work with the appropriate officers in reviewing, developing and implementing effective processes, operating standards and systems; streamlining processes and systems in order to improve operational efficiency and effectiveness.
Communicate effectively and exchange information with members of the public and other organisations ensuring high standards of customer service are maintained, providing practical environmental health advice as required.
Responsible for dealing with general Port Health emails and taking relevant actions which can involve a wide range of responses including, but not restricted to, calling consignments for examination, making recommendations to the Environmental Health Officers (EHOs) and Technical Support Officers (TSOs) on whether to release a consignment from hold.
Responsible for handling telephone calls from agents, importers, shipping lines and other agencies and dealing with all enquiries where appropriate, referring calls to EHOs, TSOs and other agencies as necessary.
Carry out administrative requirements including financial administration, record management and the operation of Information Management Systems commensurate with the activity of the post holder, which will include use of PHILIS, CHIP, TRACES, UKFSS, APP Civica and port inventory systems. To utilise all available technology to complete assigned tasks and ensure the accuracy of information recorded.
Under the guidance of other team members, code manifests for all vessels arriving at Port of Belfast and apply holds on consignments (as required) for identity checks, physical examination and sampling checks, fish identity checks and to identify consignments, containers and vehicle trailers that require further clarification.
Under the direction of the EHO Team Leader provide assistance to the EHOs and TSOs with manifest and identity checks by following up with the agents or importers to obtain further information (by telephone or email) as required.
Contact other Local Authorities to ensure specific POAO consignments are delivered only to approved establishments for these products.
Undertake documentary checks on imported foods including Products of Animal Origin (Fish and fish products) and High-Risk Food Not of Animal Origin, liaising with EHOs for completion of the official controls in line with requirements of legislation and codes of practice.
Undertake documentary checks on Illegal Unreported and Unregulated Fishing Catch Certificates in accordance with the legislative requirements, under the direction of the EHO.
Undertake documentary checks on Certificates of Inspection for organic produce, in accordance with the legislative requirements, under the direction of the EHO.
Undertake documentary checks on plastic kitchenware declarations, in accordance with the legislative requirements, under the direction of the EHO.
Send importers declarations to agents for goods which are declared as composite products or suspected to contain POAO content, process declarations once submitted to ensure correct completion and that support documents are in order. Refer satisfactory documentation to the EHO or other professional officer, and request further information as directed.
Provide administrative support for the processing, storage and dispatch of statutory samples, ensuring they are packaged correctly for safe transport under required conditions and are dispatched to the correct laboratory. Responsible for maintaining sample dispatch records and disposal of samples no longer required by Port Health.
Provide basic advice and guidance to customers, agents and importers on specific import requirements, regulations, policies and procedures.
Maintain knowledge of relevant legislative requirements in order to request further information or documentation as required.
Assist in the maintenance stock levels in the examination facilities to ensure that appropriate resources are available for inspection.
Be available to work in other sections within the City Protection Service when demand requires.
Motivate and manage any staff, that may be assigned, to the post holder to ensure effective service delivery and to be responsible for reviewing and implementing a proper staff training and development programme.
Participate in all induction and in-service training provided by Belfast City Council and in the induction and support of all newly appointed staff and other human resource management policies and procedures, as appropriate, including, absence management, disciplinary and grievance procedure.
Participate as directed in the council’s recruitment and selection procedures.
Act in accordance with the council and departmental policies and procedures including customer care, equal opportunities, health and safety, safeguarding and any pertinent legislation.
Undertake the duties in such a way as to enhance and protect the reputation and public profile of the council.
Undertake such other relevant duties as may from time to time be required.
This job description has been written at a time of significant organisational change and it will be subject to review and amendment as the demands of the role and the organisation evolve.  Therefore, the post-holder will be required to be flexible, adaptable and aware that they may be asked to perform tasks, duties and responsibilities which are not specifically detailed in the job description but which are commensurate with the role.

Employee specification

Date:
1 August 2022
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Department:
City and Neighbourhood Services
Post number:
2084
Section:
City Protection Service
Job title:
Port Health Support Assistant
Grade:
Grade 5
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Essential criteria

Experience

Applicants must be able to demonstrate, by providing personal and specific examples on their application form, at least one year’s relevant experience of:

implementing and adhering to standardised business processes for reviewing and processing of technical information, data and documentation;
undertaking a range of general administrative office duties in a customer focused environment, including the updating and manipulation of databases and other computerised systems; and
dealing with traders or businesses and resolving customer complaints and enquiries.
Special skills and attributes

Applicants must be able to demonstrate evidence of each of the following skills and attributes which may be tested at interview:

Technical skills: basic knowledge of requirements for importation of food into Northern Ireland.

Report writing skills: possess a good standard of literacy and comprehension and the ability to competently prepare letters, emails and reports.

Information technology skills: the ability to make effective use of information technology software including word processing, spreadsheets and databases.

Communication skills: the ability to communicate effectively verbally and in writing.

Customer care skills: the ability to respond appropriately to the public, businesses, elected representatives and other customers in a helpful and positive way.

Work planning and organisational skills: the ability to plan their own work and manage initiatives or projects.

Team working skills: the ability to work as part of a team and provide willing support to other team members.

BSNI is acting as a recruitment agency