We have a fantastic opportunity for you to join our client, based in Belfast as a full-time Administration Officer.
Our client is Northern Ireland’s Leading Public Sector Employer.
Administrator Pay Rate: £13.75 per hour
Start Date: As soon as possible
Benefits working with NIPB:
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
5. 6 month contract possible extension
Hours of Work:
6. 37 Hours per week
7. Monday to Friday
Job Duties:
The main responsibilities of the post are to provide administrative support.
Key responsibilities are outlined below – this list is not exhaustive; however, it provides an indication of the main duties of the post. The emphasis on specific duties may vary over time according to business need and the post holder will be required to carry out other administrative duties as allocated by management.
8. General administrative duties to include photocopying, stationery, post, filing, database/ spreadsheet maintenance, maintenance of hard and electronic filing records, acknowledging correspondence, photocopying, and scanning documents.
9. Manage car parking requirements for the branch, catering orders, support Board and Committee meetings, communicate with key internal and external stakeholders.
10. Prepare and record all payment vouchers for branch-related invoices, process Members expenses and credit card transactions, and forward to Finance team in accordance with the Board’s prompt payment process.
11. Process and maintain spreadsheets to record all invoices received and save digital copies for future reference; update document library in Decision Time as required.
12. Provide administrative support as required to other branches within the Resources directorate.
13. Demonstrate Microsoft Office skills including Word, Excel, PowerPoint and adobe acrobat (PDFs).
14. Ensure that all work allocated is undertaken, and personal information is processed in line with the NICS Handling Information Security policy. Process personal information in accordance with GDPR and its principles.
15. Maintain an attendance register for Board and Committee meetings, contacts list for Members and Researchers, and issue e-mails to Members, Officials and stakeholders when required. Plan for meetings including room set up and managing room bookings.
16. Support branch in preparation of, during, and after Board and Committee meetings, provide support in the compilation of reports for management and/ or Committees of the Board. Attend branch meetings and deliver on agreed actions to support the work of the Branch.
17. Key contact for all directorates in respect of catering requirements and ensure invoices are processed in line with Board policy.
18. Manage records and personal information in accordance with the Data Protection Act and Records Management Policy. Ensure compliance with retention and disposal policy in relation to Branch files.
19. Provide assistance on special exercises and one-off tasks, for example, FOI requests, research and data. Information collation for ad hoc pieces of work.
20. Ensure rooms are correctly set up for Board/ Committee meetings as required, and provide refreshments for meetings ensuring rooms are cleared after meetings.
ESSENTIAL CRITERIA
21. Must have 5 GCSEs including Maths & English
If you are interested please apply via link or contact Kerri Kyle