Administrative Officer - Temporary Job ref: ST 12826 Job type: Temporary Location: Council Offices, Church Street, Newtownards Salary: Scale 6, SCP 20 - 23, £31,586 - £33,366 per annum Quantity of Posts Available: 1 Closing date: Thursday 22 May 2025 16:00 Job summary To manage the administrative function of the Section and to maintain an effective administrative support to the Section Head and to assist the Service Unit Managers in the development, delivery, and evaluation of various projects which are to be completed for the betterment of the Boroughs City, Towns, and Villages. To act as a liaison point in dealings with other departments within the Council and with the public. Please note This is a temporary post until 31 December 2026 which may be made permanent This post is based in the Council Offices in Church Street, Newtownards A reserve list may be kept from this recruitment exercise Benefits Employees have access to a wide range of benefits at Ards and North Down Borough Council. In addition to a competitive salary, the Council supports all staff in their career aspirations through learning and development opportunities. Current key benefits include: 35 days of annual leave (including bank/public holidays), rising to 38 days after five years of service, and 41 days after 10 years of service (pro rata). Northern Ireland Local Government Pension Scheme (Council contributes 19% of salary). Health benefits: Westfield Healthcare Scheme; Leisure Centre Membership; Cycle to Work Scheme. Flexi time/ Time Off in Lieu (TOIL). Education / qualifications support after qualifying period Plus much more Job Title: Administrative Officer Directorate: Community and Wellbeing Service: Leisure Service Unit: Community Halls Location: Church Street, Newtownards Reports to: Community Halls Manager Salary Scale: Scale 6, SCP 20 - 23 Car User Status: Casual PURPOSE AND FUNCTION OF THE POST To manage the administrative function of the Section and to maintain an effective administrative support to the Section Head and to assist the Service Unit Managers in the development, delivery, and evaluation of various projects which are to be completed for the betterment of the Boroughs City, Towns, and Villages. To act as a liaison point in dealings with other departments within the Council and with the public. PRINCIPAL DUTIES AND RESPONSIBILITIES To ensure on a day-to-day basis that all administrative and clerical duties in the Section are efficiently and effectively carried out including the allocation of work to the administrative and clerical employees (as appropriate). To undertake specific administrative and project related duties for the Line Manager and/or the Section/Department. To organise and deliver events, conferences, training, meetings, working groups and consultative panels. (This may include attending these meetings and events outside normal working hours). To establish, co-ordinate and maintain systems/procedures for management information and budgetary control including procurement, funding initiatives, completion of returns and financial processing. To be the central point of contact for correspondence, and to deal with internal and external enquiries. To liaise with employees and to act as referral point in the section for information exchange. To route other queries to appropriate Department/Section. To assist in the preparation of reports and take responsibility for investigation and research work as required. To manage data collation, revision and insertion of information on the Internet as required. To manage, maintain and update all appropriate files and records within the section (electronic and paper systems). To take and draft minutes of meetings as required. To undertake tasks specific to the relevant Department/Section. To comply with and promote equality, health and safety in accordance with Council Policies and legal requirements. To undertake any other appropriate duties as may be allocated from time to time in accordance with the general nature of the post. PERSON SPECIFICATION The person specification provides information on the qualifications, experience, knowledge and skills required to carry out the duties of the post. The essential criteria will be used for shortlisting and as part of the selection process. QUALIFICATIONS 2 A Levels or equivalent DESIRABLE Level 4 qualification in a business-related subject EXPERIENCE At least two years relevant experience in a similar role, providing administrative support at senior level including secretarial support, report writing, computerised record maintenance and diary management. At least two years experience of organising and prioritising a demanding workload. At least two years experience of taking minutes at formal meetings and setting up meetings and events. Experience of collating management information. DESIRABLE Experience of dealing with other Council departments and elected representatives KEY SKILLS & ABILITIES High level of written and verbal communication skills Good interpersonal skills Ability to pay attention to detail Excellent organisational skills Proficient in the use of MS Office and other related software Ability to develop and maintain excellent working relationships Tact and diplomacy when handling sensitive/ confidential issues. OTHER REQUIREMENTS A valid driving licence with access to a form of transport that will allow fulfilment of the duties of the post or have access to a suitable form of transport which will enable the post holder to meet the requirements of the post. * Be prepared to work outside the normal working hours when required