About Us Boys & Girls Clubs (NI) is a leading Regional Voluntary Youth Organisation (RVYO), a registered charity and limited company that supports a membership of 147 local youth organisations. Who we are Boys & Girls Clubs (NI) was founded in 1940 as an independent, voluntary association of six local organisations that were dedicated to bringing communities together and enriching the lives of children & young people. Today, we have transformed into a modern membership organisation, providing supporting 147 member organisations. This membership is diverse and includes part-time & full-time youth organisations, community associations, schools, and sports clubs. The foundations and purpose of the charity remains strong and our mission is to support the personal development and social education of children & young people and to promote good relations and community development. What We Do Each year our professional youth work team engages directly with 3000 children, young people, volunteers & youth workers. Indirectly, we support a wider network of 48000 stakeholders on an annual basis. We work in partnership with local organisations and provide wraparound support through membership services, compliance and regulation, accredited training, networking opportunities, intervention projects, policy guidance, governance advice and an extensive programme of youth programmes. Our main office is located in Belfast and we operate in both rural and urban areas across Northern Ireland through our professional team of area-based youth workers. This post This is an exciting time for Boys & Girls Clubs with innovative new projects and the expansion and development of our core services. The senior administration officer will provide a solid backbone to the organisation for all aspects of our financial support and planning and services provision. Working closely with our Chief Executive, Director of Finance & Services and other key staff, they will join a friendly and dynamic team at the cutting-edge of thinking and practice in supporting and measuring service user change. Our Services We serve children, young people, volunteers, and youth workers through a variety of support services all under the core 5 pillars of our service. This includes training for educational enrichment, networking opportunities, policy guidance, youth intervention projects, safeguarding packages, legal compliance/governance support, and an extensive programme of youth activities. The role of senior administration officer provides the infrastructure that supports all of the services the organisation offers. Job Description Job Title: Senior Administration Officer Responsible to: Chief Executive Officer Based at: Head Office, currently Stockmans Lane, Belfast Hours per week: 21-30 hrs per/wk Salary:Starting Salary £27252 pa (pro rata) Holidays: The leave entitlement is 20 days Annual Leave, plus 10 days Public Holidays (calculated pro-rata for part-time employees). The leave-year runs from 1st January to 31st December. Contract:Fixed Term contract to December 2027 with the possibility of a permanent post Probationary Period: 6 months Additional benefits include: - Access to Private Health Care scheme - Flexible working conditions - Pension Purpose of Post This post plays a key role in supporting the organisations financial management and administrative operations. The postholder will ensure accurate financial processing, support budget management and maintains internal financial controls while also providing administrative support to enhance organisational efficiency. Key Responsibilities and Tasks Finance - Report to the Director of Finance with accurate financial information, including cash flow, quarterly financial reporting and maintain high-quality financial controls and reporting systems, ensuring continuous improvement through modern, fresh, and forward-thinking. - Communication and interactions with colleagues, the Directors and external parties (such as the bank, HMRC and payroll providers, funders and all stakeholders) is timely and clear and aimed at making finance operations run smoothly. - To oversee the procurement processes associated with the project and prepare claims and invoicing - Ensure full compliance with codes of conduct, legislative requirements, and emerging issues Organisational Administration - Maintain accurate and confidential personnel and organisational records. - Provide administrative support for board meetings, including preparing minutes, reports, and logistics. - Act as the first point of contact for internal and external queries related to finance and administration. - Support HR processes, including recruitment, onboarding, and maintaining HR records. - Ensure compliance with data protection regulations and internal policies. - Support the implementation of office procedures and maintain office supplies. - Coordinate insurance renewals, licenses, and contracts. - Support CEO and project team members in updating website and social media posts - Undertake any other relevant or emerging duties. PERSON SPECIFICATION Shortlisting Criteria (i)Education experience: A minimum of 3rd level education or 5 years experience in a relevant post (ii)Experience & Knowledge: - A minimum of 3 years experience gained within the last 10 years within the public, private, voluntary or community sectors. - Excellent IT skills with experience & proficiency in MS Office packages with specific examples using Word, Teams, Excel and Outlook. - Cash-flow management/ budgeting experience. - Processing payments and reconciling control accounts. - Experience of managing a portfolio of public funds - Experience of implementing polices & procedures in a busy office environment (iii) Desirable Criteria and Qualifications. - These will be used for shortlisting purposes in the event of a large number of applicants. - Qualifications. Administration, bookkeeping and any related subject - Experience. Experience working with a portfolio of funders and managing staff in an office environment Please Note: Only those applicants, who appear, from the available information as provided, to be most suitable, in terms of relevant skills, experience and ability will be invited to interview. It is therefore essential that you fully describe in your application how you meet the experience and qualities sought. It is not appropriate simply to list the various posts that you have held. Assumptions will not be made from the title of posting(s) as to the skills and experience you may or may not have gained. Submitted forms that do not provide the necessary detailed information in relation to each of the stated criteria will be rejected. Please submit your CV and a cover letter alongside Equality of Opportunity MonitoringQuestionnaire & Disclosure of Criminal Convictions Form to All forms should be completed and MUST be signed before the application can be considered. Completed CVs and cover letter must arrive no later than Wednesday 18th June at 4pm. Skills: Senior Office Administrator Administrator Office Administrator office manager Admin Work Benefits: Private Health Care scheme pension