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Administration Officer

5 months ago

Downpatrick, United Kingdom Platinum Recruitment NI Ltd Full time

**Job Title**:Administration Officer

**Location**:Downpatrick

**Reports to**:Finance Manager

**Hours of work**:Monday - Friday 9am - 1pm (circa 20 hours per week)

**Salary**: £22,015 per annum

Health Cash Plan

Employee Assistance Programme

Pension

**Job Purpose**:
Working in our Central Office as part of our small office team, you’ll be responsible for a range of administrative work, with particular responsibility for maintenance and health and safety administration, post, banking and reception duties. You’ll also be responsible for allocating and coordinating maintenance, repairs and health and safety work to the Maintenance Officer and external contractors.

**Main Responsibilities**:
**Maintenance and health and safety Administration**
- Coordinate tasks to the maintenance officer and any other external contractor as required, such as repairs, scheduled painting, groundwork etc.
- Be the first point of contact for staff to report maintenance issues and action accordingly.
- Liaise with external health and safety providers to ensure health and safety checks are complete within the agreed timeframes for all of our sites - e.g. fire checks, risk assessments, PAT testing etc.
- Manage the Maintenance Database, ensuring that maintenance issues are reported correctly, and are dealt with within agreed timeframe and to the required standard.
- Escalate issues appropriately to Finance Manager.
- Liaise with managers and other staff members to provide updates on maintenance work to be done.
- Follow up with external contractors to ensure work is completed within timescale.
- Help staff obtain quotes/tenders within our procurement policy.

**Reception**
- Provide a professional, responsive reception cover.
- Answer telephone professionally, dealing with queries and transferring to the appropriate people quickly and efficiently.
- Be a point of contact for visitors, staff and committee members, directing them to their place of meeting and providing refreshments.

**Incoming and Outgoing Mail**
- Process incoming mail and distribute appropriately.
- Frank and record outgoing mail, ensuring it is posted daily in a timely manner.

**General Administration**
- Assist with general, HR and finance administration as required, including filing and archiving documents, photocopying, printing committee papers, banking, making bank lodgements and collecting petty cash.
- Ensure client mileage claims are received on time and are recorded appropriately and accurately in the central records using excel.
- Ensure stationary, office equipment and PPE are stocked effectively and liaise with suppliers in ordering of same.
- Maintain the electronic boardroom diary.
- Take minutes at meetings as and when required.

**Housekeeping**
- Carry out housekeeping duties to include but not limited to: maintaining a hygienic kitchen area, emptying bins, dishwasher and tidying after meetings or training.
- Adhere to covid-19 guidelines at all times, including temperature taking of visitors at reception, and taking part in any covid testing as required.
- Ensure the meeting room is prepared for meetings and set up for hospitality if required.

**Additional Responsibilities**
- Maintain a friendly, sympathetic, informative and professional relationship with colleagues, service users and committee members.
- Ensure that conduct within and outside the organisation does not conflict with professional expectations of the Mainstay DRP.
- Carry out any other duties as are within the scope, spirit and purpose of the job as requested by your line manager, Head of Finance & Business Resources or CEO.

**Person Specification**
- Level 2 Qualification in Business & Administration or equivalent with a recognised awarding body and 6 months experience in an office/ administration role.

Or

2 years’ experience working in a busy office support/ administration position.
- GCSE English and Maths at Grade C or above or equivalent qualifications.
- Demonstrable experience of working with internal and external stakeholders using excellent verbal and written communication skills.
- Demonstrable working knowledge of Microsoft packages including Office 365, Teams, Excel and Word
- Full Clean Driving licence and access to a vehicle to enable movement around our sites, banking duties and offsite appointments related to role or access to a means of transport to allow you to fulfil the full requirements of the role.

**Essential Skills - Assessed at interview stage**
- Excellent attention to detail and accuracy.
- Able to work in a confidential and professional manner
- Able to use own initiative, manage own workload proactively.
- Strong team work ethos to work as part of a small, busy office team.
- Experience working in a maintenance administrator position or handling maintenance-related queries and workload.
- Platinum Recruitment NI Ltd is an equal opportunities employer and a Corporate Member of the Recruitment and Employment Confederation (REC) and abi