Administrator

Administrator

My client is a leading organisation based in Belfast, City Centre. Who specialise on delivering support and services to improve the health and wellbeing of those in need. They are currently seeking an Administrator to join their team.

This is a Full-Time, Temporary position initially for 3 months – has the possibility of being extended thereafter.

Working hours: Monday – Friday: 37 hours per week.

Hybrid – Minimum 2 days in the office – this will be available once initially training has been completed

With a salary from £11.95 - £12.28 per hour.

Job Role:

Reporting to the Programmes Officer, you will be the first point of contact for the businesses funded organisations. This will include providing administrative support to the team, serving as a main point of contact, answering calls and correspondences, ensuring deadlines are met, recording and collation of reporting from funded organisations and acting as a liaison between internal staff and external stakeholders.

Essential Criteria:

• A minimum of 5 GCSEs (or equivalent) at Grade C or above, which must include English Language and Mathematics PLUS at least 2 years’ relevant experience of each of the following criteria OR in the absence of 5 GCSEs as set out above, at least 5 years’ relevant experience of the following criteria:

• Dealing effectively with client/customer queries in person and by telephone.
• Maintaining both electronic and paper-based office administration systems in line with organisational policies and procedures.
• Using the following elements of the MS Office package in a business context: Word, Excel, Outlook.
• Updating and utilising an electronic database to generate reports and information for specific business purposes.
• Drafting formal correspondence to a third party demonstrating a high proficiency in written English.
• Processing information and accurately recording on different portals (both digital & paper-based files).

Main Duties and Responsibilities:

• Develop a detailed and accurate understanding of the services and support delivered by the business and its funded organisations.
• Respond to community partner queries and escalate to appropriate staff member when required.
• Collation of monthly/quarterly information for monthly/quarterly reporting received by funded organisations.
• Issuing reminders for upcoming and outstanding information.
• Collation of financial declarations from funded organisations and co-ordination of information to the relevant staff/departments.
• Recording progress of tasks to excel and other database platforms. 
• Accurately record receipt of information from funded organisations and communicate to appropriate staff.
• Provide administrative support to the team and the wider organisation.
• Booking meeting rooms or venues and co-ordination of meeting requirements e.g. attendance, supplies etc.
• Maintain hard copy files and electronic databases in line with policies and procedures.
• Recording receipt of information and communications received.
• Document all monitoring and evaluation returns system, electronic files and a paper-based filing system as directed by management.
• Ensure the accuracy of  information held by the business.
• Collate and present information at the request of management.
• Ensure confidentiality and data protection regulations regarding all sensitive and personal information are maintained at all times.
• Provide administrative support to Programmes team and Management.