Office Manager
Job Summary
The postholder will be responsible for providing a comprehensive and efficient administrative and high standard business support to the Chair, Chief Executive and Board Secretary. The postholder will have significant administrative/office and team management expertise with advanced IT skills and an ability to multi-task and prioritise your workload He/she will be responsible for the day to day management of the Chair and Chief Executive’s office, including line management of staff in the office.
The post holder will assist in ensuring that all Trust Board, Committee meetings and workshops are efficiently and effectively organised and managed, in line with the Trust’s Standing Orders and requirements of the Chair, Chief Executive and Board Secretary.
Location : Belfast
Job Type : Temporary
Duration of booking: Expected to last 6 months with possible extension
Proposed start date : ASAP
Pay Rates: Up to £16.28 per hour Umbrella or £14.53 per hour PAYE inclusive of holiday pay
Hours / Working Days: 37.5 hours per week / Monday to Friday, 9am – 5pm
Sector : Healthcare
Based : Office
Main Responsibilities
1. Lead in the provision of a high quality administrative and business function to ensure the effective and efficient running of the offices of the Chairman and Chief Executive. To take the lead in the improvement of administrative and support services within the Chief Executive and Chair office.
2. Manage all correspondence coming into the Chair and Chief Executive’s offices. Action correspondence on own initiative – delegating to other Trust officers, seek comments and draft responses for the Chair and Chief Executive sign off.
3. Action all queries raised by external and internal stakeholders, for example other organisations, MPs and MLAs, with the Chair and Chief Executive in a way which ensures such issues are prioritised appropriately, a full response is developed and is issued in a timely manner.
4. Maintain and develop an effective filing function, both manual and electronic, within Chair and Chief Executive’s offices and ensure an effective bring forward system is in place to facilitate the follow-up of outstanding matters within related timescales.
5. Assist in the timely planning and organisation of corporate events, including the preparation of programmes and papers, eg VIP visits to the Trust, conferences, official openings, NIAS Long Service/Awards Ceremony etc, as required, and act as the Trust’s point of contact, liaising with Trust Communications as necessary, for external organisations such as the Northern Ireland Office, Minister’s office and other Departmental offices.
6. Co-ordinate and draft responses, where appropriate, on behalf of the Chair and Chief Executive’s offices to requests relating to the Freedom of Information Act for consideration prior to issue.
7. Act as the point of co-ordination for all NIAS travel approvals and ensure completion of the relevant returns in line with Departmental requirements.
8. Process on behalf of the Chief Executive requisitions on the e-procurement system which require the Chief Executive’s approval. This includes ensuring that appropriate approvals and funding are in place.
9. To be responsible for the monitoring and ordering of equipment and supplies as appropriate. Monitor and maintain stock control and supplies for the Chair and Chief Executive’s office as well as ensuring upkeep of the general office, Boardroom and kitchen.
10. Assist in the filing of master files for Trust Board, Committee and Senior Management Team meetings; the receipt and distribution of Departmental circulars and their management.
11. Assist in ensuring that appropriate processes are in place to take forward the completion of NED annual appraisals by the Chair and the consideration of Directors’ objectives by the Chief Executive.
12. Manage the administrative staff who work in the Chief Executive’s office.
13. Arrange meetings, events, and conferences as directed. Manage correspondence and liaise with a range of individuals and organisations as point of contact. Communicate complex, sensitive information to a range of people internally and externally.
14. To be proactive in developing local protocols and procedures.
15. Assist in ensuring high quality communication between the Trust’s Chair and Chief Executive and the Trust’s Non-Executive Directors.
16. Assist in ensuring adequate arrangements are in place for the provision of annual leave cover
17. Establish, maintain and monitor quality standards for administrative services to ensure continuous improvement
18. To ensure that all staff, including temporary staff are provided with a comprehensive administrative induction.
19. To be responsible in ensuring that any expenditure remains within the allocated budget and to alert the Board Secretary of any issues that could cause the budget to be overspent and to agree remedial action
20. Analyse and monitor secretarial/ administrative processes ensuring they remain effective and efficient. Make recommendations, for service improvement where inefficiencies have been identified.
21. Attend and proactively contribute and participate in team meetings as deemed appropriate.
Staff Management
22. To supervise and delegate work to subordinate staff on a day-to-day basis as required, ensuring that all tasks are carried out to agreed quality and time targets.
23. To provide training in own discipline to less experienced members of staff, if and when required.
Job reference number: YW-UKLI