Position: Admin Officer
AO Pay Rate: £13.75 per hour
Hours: Full-time, 37 hours
Hours of Work: 9 to 5; Monday to Friday
Start Date: ASAP
Location: Castle Buildings, Stormont, Belfast
Benefits working with NICS:
1. On the job training provided
2. Long term opportunity
3. Gain valuable skills and progress your career
4. Diverse and inclusive employer with active social mobility policies
Job Duties:
The post holder will work in the Pay and Employment Unit. The key duties and responsibilities of the post include:
Finance:
· Establish/maintain a payments spreadsheet to support financial planning and returns;
· Prepare payments accurately in line with agreed timescales.
· Obtain purchase orders within one working day of receipt.
· Send approved invoices to WPD finance
· Record all transactions in relevant budget spreadsheets.
· Follow up Finance queries and pass to relevant team member.
· Monitor expenditure of the branch against budgets
Private Office
· Record cases on Private Office spreadsheet
· Prepare templates for first drafter Private Office work, including assembly questions, correspondence cases and invitation cases;
· Track progress of cases
· Send reminders to senior officers as appropriate.
Submissions
· Set up templates for first drafter
· Record submissions on relevant spreadsheet
Clinical Excellence Awards
· Set up the relevant spreadsheets at the commencement of a new financial year.
· Reach out to HSC Trusts for yearly employer’s costs – transpose onto s/s.
· Quarterly payments – check against s/s and CEA system and set up authorisation payment form for approval and onward transmission
Ministerial Support
· to provide support to Minister, Permanent Secretary & senior officials (i.e. Private Office Enquiries, submissions & briefing)
Meetings
· Trawl for meeting dates;
· Book conference rooms/venues
· Book hospitality;
· Notify reception of attendees;
· Escort members to meetings.
· Ensure room is set up for requirements of meeting
· Ensure room is tidy post meeting
· Set up templates for agendas/chairs briefs to be completed by line management
· Seek agenda items
· Print papers
· Seek updates on action points and update action log
· Circulate meeting papers to attendees
Filing
· Responsibility for the maintenance of CM records for the branch
Mailboxes
· Management of shared mailboxes to include appropriate filing of correspondence
· Forwarding emails to the relevant member of the team for action
· Acknowledging correspondence received
General Administration
· Provide general admin support.
· Update, progress and maintain work trackers
· Send updates and reminders on work trackers as appropriate
Essential Criteria:
5. 5 GCSE’s including Maths and English (Must be able to provide evidence of these)
Desired Criteria:
· Good verbal and written communication skills and be comfortable dealing with senior officials;
· Good organisational and time management skills and the ability to deliver quality work to tight deadlines;
· The ability to develop and maintain good working relationships with colleagues at all levels within the Department, other Departments, staff in the HSC Board, HSC Trusts, and various external bodies and organisations;
· The ability to work as part of a team;
· The ability to work on own initiative with appropriate supervision and support;
· The ability to analyse/research information, identify issues and suggest workable solutions to problems
· Good level of computer literacy with a good working knowledge of Microsoft Office packages such as Excel, Word and Outlook
*The successful applicant will be required to complete an Access NI during registration*