Executive Assistant & Business Operations Co-ordinator

Overview

Salary: £32,000-£38,000 per year (dependent on experience)

Location: Belfast

Hours: Full Time, 40 hours per week

Trinity Support & Care Services is a progressive healthcare organisation delivering high-quality, person-centred services across Northern Ireland and the Republic of Ireland.

As we continue to grow, we're looking for an exceptional Executive Assistant & Business Operations Coordinator to become an integral part of our leadership team.

This is much more than a traditional administration role. We're looking for someone who can provide outstanding executive support while helping us modernise the way we work through innovation, technology and Artificial Intelligence (AI).

You'll become a trusted partner to our senior leadership team, helping to improve systems, streamline processes and drive operational excellence across the organisation.

If you're highly organised, proactive, tech-savvy and enjoy making a real impact, we'd love to hear from you.

Reporting directly to the Senior Leadership Team, you ll provide executive and operational support across the organisation, ensuring our business functions run efficiently and effectively.

You ll also play a key role in helping Trinity embrace digital transformation by identifying opportunities to improve processes, introducing AI-powered solutions and supporting continuous improvement initiatives.

This is an exciting opportunity for someone who enjoys solving problems, taking ownership and helping an organisation grow.

Executive Support

• Provide high-level administrative and executive support to the Senior Leadership Team.
• Manage complex diaries, appointments and meeting schedules.
• Coordinate events.
• Prepare professional reports, presentations, correspondence, agendas and meeting minutes.
• Act as the first point of contact for internal and external stakeholders.
• Handle confidential and sensitive information with absolute discretion.

Business Operations

• Coordinate the smooth day-to-day running of the office.
• Manage incoming calls, emails, correspondence and visitors.
• Maintain accurate electronic filing systems and organisational records.
• Monitor operational returns and ensure actions are completed on time.
• Maintain governance documentation, compliance records and organisational policies.
• Support recruitment administration, onboarding and employee records.
• Coordinate mandatory training records and staff development administration.
• Assist with payroll administration, invoices, purchasing and expense processing.
• Support business improvement projects across the organisation.

Digital Innovation & AI

Technology is becoming increasingly important in healthcare, and we're looking for someone who is excited about using it to improve how we work.

You'll help us:

• Identify opportunities to improve efficiency through AI and automation.
• Introduce AI tools to reduce repetitive administrative tasks.
• Develop AI-assisted workflows for HR, recruitment, compliance and operational reporting.
• Create templates, knowledge resources and digital systems that improve productivity.
• Support colleagues in adopting new technologies and digital ways of working.
• Research emerging AI tools and recommend practical solutions.
• Work alongside senior management to continuously improve business processes.

Previous experience using AI tools such as ChatGPT or Microsoft Copilot would be an advantage, but a willingness to learn and embrace new technology is just as important.

• Maintain confidential records in accordance with UK and Irish GDPR legislation.
• Support compliance with healthcare regulations, employment legislation and organisational governance requirements.
• Maintain audit trails, compliance trackers and quality documentation.
• Assist in preparing documentation for inspections, audits and internal reviews.
• Promote best practice in information governance and record management.

We're looking for someone who enjoys making things happen.

You'll be naturally organised, confident managing multiple priorities and comfortable working independently while supporting a busy leadership team.

You'll enjoy finding better ways of working and have a genuine interest…