Role Profile: Administrative Support Assistant Reporting to: LArche Day Opportunities Leader Responsible for: Providing administrative and technical support to the Day Opportunities Team and Finance Team in the delivery of services, particularly those services funded by the Big Lotterys Community Fund. Providing a first point of contact for persons who visit our Day Opportunities site, The LArche Village. Providing occasional support to Day Opportunities participants as and when required. Main Job Purpose: The role will operate between The Village site and our main office site, providing a variety of administrative support to the LArche Belfast Day Opportunities and Finance Teams, working at a high level of efficiency and accuracy at all times. Key Performance Measures: Professionalism and helpfulness in managing phone calls and visitors. Quality and accuracy of documentation and data completed and efficiency of processing same to meet deadlines. Quality of data organisation, both paper files and electronic. Maintaining confidentiality and meeting GDPR requirements at all times. Projecting a professional and reputable image for LArche Belfast. Maintaining a proactive and professional attitude to work Responsibilities: In fulfilling this role, the job holder will undertake the following activities: Providing administrative support to the Day Opportunities Leader and their team. Providing administrative support to the Village Administrator. Playing a key role in creating monthly invoices for our Direct Payments services, ensuring that these are accurate and sent to customers by set deadlines. Assisting the Village Administrator with financial management as and when required. Completing general administrative tasks: responding to telephone and email enquiries, maintaining records, filing documents, data entry, etc. Occasionally stepping in to provide support to project participants engaging in activities. Outside of the office/admin setting as needed. Using a variety of software packages, in particular Microsoft Office and Sage 50. Assisting with events planning as required. Ensuring that the Day Opportunities Office is well-organised and adequately stocked with the necessary supplies at all times. Processing referral and application forms received. Maintaining a database of all Day Opportunities participants and referrals/applications. Assisting with the preparation of monitoring records and reports to the Big Lotterys Community Fund, grant tracking and reporting and Health trusts contracts. Assisting with the maintenance of the organisations websites and social media presence. Ensuring compliance with organisations policies and procedures at all times. Taking responsibility for organising and co ordinating administrative activities to ensure effectiveness and efficiency. Participating in supervision and appraisal processes, as well as own development. Any other duties as requested and directed by management from time to time. PERSONNEL SPECIFICATION Experience and Skills: Essential or Desirable A minimum of 2 years working in an administration role - E A working knowledge of Sage or similar accounting software - D A working knowledge of Microsoft Office (including Excel and Word) - E Experience of working with adults with a learning disability and/or autism - D Full valid UK driving licence - E Competencies: The ability to take a participative approach - E Excellent communication skills and the ability to communicate well with diverse groups - E Sound planning and organising skills - E Ability to work independently, and in conjunction with other colleagues, in a busy, active environment, and without constant supervision, managing own time and workflow effectively - E KEY: E = Essential criteria/competency for the post D = desirable criteria/competency for the post Vetting The successful applicant will be asked to declare all pending prosecutions, including driving license, convictions, cautions and bind-over orders and their name will be submitted to Access NI for a check to be carried out TOIL There is no entitlement to overtime payment to reflect the requirements of the post. However, you are entitled to receive time off in lieu for hours worked in excess of your normal working week. Equal Opportunities Policy LArche are an equal opportunity employer. The aim of its policy is to ensure that no job applicant or employee receives less favourable treatment on the grounds of nationality, race, ethnic origin, gender, marital status, age, sexual orientation, disability, religious belief or political opinion, nor should they be disadvantaged by conditions or requirements which are neither justified nor relevant to the job. Hours: Part Time (20 hours per week)