Reports to:Senior Services Admin Co-ordinator

Hours:35 hours per week (full-time)

Location:40-44 Eglantine Avenue, Belfast

Campaign Service/Cause:Services

Remuneration:£23,264 – £25,016

Overall Purpose of Post

The Services Administrator will work as part of the Services Administration team, providing high-quality administrative support to our services teams and Co-ordinators, as well as PA support to our Service Managers, Assistant Director and Director. They will work closely with the Admin Lead, Co-ordinators and Managers to efficiently and accurately capture service data in our digital information management systems.

This varied role will also see the postholder responding to queries from a range of internal and external stakeholders, supporting the organisation of conferences and events, managing appointment bookings, undertaking reception duties, overseeing resource stock management and providing basic facilities support and IT support.

Key Responsibilities

• In line with organisational processes and GDPR protocols, support the Senior Administrative Lead and Team Leads with management of the digital management systems, ensuring maintenance of records, databases and electronic filing systems. These systems include the Elite Monitoring Database, Stop Smoking Service templates, Cancer Focus NI e-learning platform, AdvicePro data management system and finance systems.
• Provide administrative support to the Health Improvement and Community Wellbeing teams in the preparation of PHA contracts for Stop Smoking Service, Smokebusters, Skin Cancer Prevention, and for the Keeping Well and Volunteer Driving Service teams.
• Provide administrative support to the Therapeutic Department Leads, including the management of referrals and booking of clients for therapeutic services.
• Deliver all aspects of administration for the Stop Smoking Service including updating Elite Monitoring database, completing 52-week follow-ups, ordering and maintaining NRT database and protocols, and providing support to sessional staff regarding NRT prescriptions and monitoring forms.
• Act as the first point of contact for phone and online queries related to all therapeutic services, Health Improvement and Community Wellbeing events, and activities, ensuring accurate and timely dissemination of information to the appropriate team.
• Provide PA support to the Director, Assistant Director and Service Managers as required.
• Provide meeting administration for all services internal and external meetings, including invites, agendas, minutes, and any follow-up.
• Provide administrative support and make catering arrangements for meetings, workshops, conferences and training sessions.
• Provide facilities support for centre management, including ordering housekeeping stock, managing access control, and keeping accurate records of centre keys and fobs.
• To be responsible for the administration for support group invite letters.
• Maintain financial records for Public Health Agency contracts, including processing timesheets and expenses for the Finance team.
• Provide administration for face-to-face training courses and events including No Smoking Month briefings, e.g. registration, collation, evaluation, preparation of handouts and other training materials.
• Administer e-learning including the collation of data, reminders to complete, and evaluation information.
• Manage routine correspondence, including letters, documents, resource and information requests, etc. including recording and dispatch of mail.
• Manage the ordering of leaflets and other resources for the service departments and maintaining a check on stock.
• Support the Managers / Co-ordinators with drafting preparation of handouts, leaflets, and other promotional materials for Cancer Focus NI Services.
• Liaise with the Communications department ensuring that service information on the Cancer Focus NI website and social media sites are always up to date.
• Rota duties in conjunction with other administrative staff to cover the reception, including switchboard and postal duties.
• Assist the Therapeutic team with basic IT issues (eg. printer issues, cables, etc).
• To understand and adhere to GDPR principles including data protection and retention standards.
• To promote existing Cancer Focus NI services as appropriate.
• To comply with Cancer Focus NI policies, procedures and guidelines, including those relating to Equal Opportunities, Health & Safety, Child Protection & record keeping.
• To undertake any other duties as may reasonably be required.

This Job Description is not exhaustive. It merely acts as a guide and may be amended to meet the changing requirements of the charity at any time after discussion with the post holder.

Applicants will have access to an appropriate form of transport to facilitate occasional working at other locations across NI.

This post may require occasional evening or weekend work.

PersonSpecification

The below specification shows the essential skills, abilities, knowledge and/or qualifications required to be able to carry out the duties of this post. Therefore, please address in a covering letter, each criterion listed in the specification, drawing upon all of your experience, whether at work of on a voluntary basis.

Essential Criteria

Experience

• Three years relevant administration experience in a busy office environment.
• Experience of using a digital information management system.
• Experience of data entry, record keeping and dealing with confidential information.
• Experience of handling telephone and email queries from a range of stakeholders.
• Experience of providing administrative services for meetings, including taking meeting minutes.

Qualifications

• 3 GCSEs (or equivalent) including Maths and English at grade C or above.

Knowledge

• Proficiency in Microsoft Packages including Word, Excel, Outlook and Teams.
• Knowledge of GDPR and data protection principles.
• Basic knowledge of IT systems and troubleshooting (e.g. assisting with printer issues or finding the right cable).

Skills

• Proven ability to manage competing priorities, meet deadlines, and maintain accuracy and attention to detail.
• Excellent communication skills both verbal and written.
• Strong analytical and numeracy skills.
• Ability to use own initiative and work well within a team environment.

Personal Qualities

• Able to deal tactfully & sensitively with people.
• Flexible and adaptable approach to changing workloads and priorities.
• Willingness to work flexibly including occasional evenings and weekends.
• Ability to maintain confidentiality and discretion.

Desirable Criteria

Qualifications

• Further education qualification in business administration, healthcare management, or a related field (eg. NVQ level 3 in Business Administration).

Experience

• Experience working in a healthcare administration environment.
• Experience of assisting with planning of conferences and events.
• Experience of using AdvicePro.

Knowledge

• Understanding of working in the community and voluntary sector.

Additional Information

Terms and Conditions of Employment

• Successful applicants must provide proof of their right to work in the UK. (This will be evidenced in the first instance by being in possession of a British or Irish passport or a valid UK Work Permit).
• The activities of this role meet the Access NI definition of regulated activity relating to regular access to HSC records as outlined in the Access NI Code of Practice. Cancer Focus NI will obtain an Access NI Enhanced check for the successful candidate. Applicants who have a criminal record will be treated fairly and not discriminated automatically because of a conviction or other information revealed. Applicants with criminal records will be reviewed in line with Cancer Focus Northern Irelands policy on the recruitment of Ex-offenders.
• If there is any reason you cannot work in Regulated Activity, you must disclose this to us. Cancer Focus Northern Ireland has a written policy on the Secure Handling, Use, Storage and Retention of Disclosure information.
• Satisfactory reference checks.
• 12 months probationary period.
• Evidence of relevant academic and professional qualifications.
• Evidence of appropriate vehicle documentation (i.e. driving licence and insurance cover) must be provided where the role necessitates travel on company business in own vehicle.

Benefits

• Flexible working policy
• 25 days Annual Leave, plus 12 statutory days (pro rata for those working less than 35 hrs per week)
• 2 additional days of annual leave after 5 years service and a further 3 days after 10 years service
• Enhanced Maternity / Adoption Pay
• Enhanced Occupational Sick Pay Scheme
• Contributory Pension Scheme
• Cycle to Work Scheme
• Mileage Allowance at the prevailing HMRC rate
• Life Assurance
• Healthcare Plan

Disability

Cancer Focus NI is an Equal Opportunities Employer and all applications are dealt with in accordance with the Disability Discrimination Act. A person is disabled if they have, or have had, a physical or mental impairment which has, or has had, a substantial and long-term adverse effect on your ability to carry out normal day to day activities.

If you consider yourself to have a disability relevant to the position for which you are applying, please contact us so that we can process your application fairly, make any specific arrangements for your interview, and make any necessary reasonable adjustments or adaptations, or provide any aids to assist you in completing the duties of the post if appointed.

Equal Opportunities

Cancer Focus NI is an Equal Opportunities Employer and all applications for employment are considered strictly on the basis of merit.

Application Process

The closing date/time for submission of CV and cover letter is 5.00pm, 12th November 2025.

Interview dates: 25th & 26th November 2025.

We are often unable to offer alternative interview dates.

If you would like to apply for this role, please submit an up-to-date copy of your CV and cover letter before this date/time to: or, mailed to:

Human Resources, Cancer Focus NI, 40/44 Eglantine Avenue, Belfast, BT9 6DX

We cannot accept applications received after the closing date/time.

Guidance Notes on Applying for our role

Please ensure your CV is up-to-date and accurate. Cancer Focus NI will not make assumptions from the title of your post(s) or the nature of any employing organisation(s) as to your skills and experience gained.

• If you do not provide sufficient detail, including the appropriate dates needed to meet any eligibility criteria, your application may be rejected.
• ONLY the details provided by you in your CV and cover letter will be used for determining your eligibility for the post/shortlisting purposes.

Skills:
Admininstration PA Data Entry Handling Queries Appointement Booking Reception Facilities Support

Benefits:
Flexible Working Policy 25 days annual leave, plus statutory days Contributory Pension Scheme Life Assurance Healthcare Plan Cycle Scheme