Job description
My client a leading public sector organisation based in Belfast are currently seeking to recruit a Full-Time Office Manager.
Hours: Monday - Friday, 9am-5pm
Pay: £ per hour
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 HSC 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.
15 Assist in ensuring adequate arrangements are in place for the provision of annual leave cover
16. Establish, maintain and monitor quality standards for administrative services to ensure continuous improvement.
17. To ensure that all staff, including temporary staff are provided with a comprehensive administrative induction.
18. 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.
19. Analyse and monitor secretarial/ administrative processes ensuring they remain effective and efficient. Make recommendations, for service improvement where inefficiencies have been identified.
20. Attend and proactively contribute and participate in team meetings as deemed appropriate.
Essential Criteria
1a. A University Degree AND *1 years' experience (at Band 4 or equivalent) of supervising staff.
OR
1b. Administrative experience extending over at least 5 years to include *2 years' experience (at Band 4 or equivalent) of supervision of staff
AND
*Supervision of staff is defined as direct line management (at Band 4 or equivalent level) of 3 or more staff in an administrative environment.
Hold a current full driving license which is valid for use in the UK and have access to a car on appointment. This criteria will be waived in the case of applicants whose disability prohibits driving but who have access to a form of transport approved by the Trust which will permit them to carry out the duties of the post
SECTION 2: The following are ESSENTIAL criteria which will be measured during the interview/ selection stage:
Have excellent communication skills both orally and in writing.
RSA Typing Qualification/ECDL or equivalent Business Administration or management qualification.
Ability to minute/note take at Committee level, meetings etc.
Demonstrate experience of successfully working autonomously and on own initiative.