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Part Time Administrative Officer

4 months ago

Downpatrick, United Kingdom Platinum Recruitment NI Ltd Full time

Our client

Our client was formed in 1990 when a group of parents and carers of adults with learning disabilities and autism came together to create a local service to provide high quality care and support for their loved ones. They started as a Local Residential Project, a small residential home for 9 service users in one location, and we’ve expanded and developed over the years, continuously adapting what we do to meet the changing needs of our service users.

Today, we are a dynamic, multi-service organisation, supporting over 300 service users and clients across Residential, Supported Living, Short Breaks, and Day Opportunities services in multiple locations in Downpatrick. Our passionate and highly trained 120 staff teamwork alongside our service users as one big Family.

Our Mission has always been to provide a range of high-quality services which are safe, effective and compassionate for people of different abilities, and their families. The current aim is to become more outcome focused and support our clients to look at their possibilities and not their disability. To co-produce a standard of care, lead by the individuals we support in an inclusive, meaningful manner, no matter the complexity of their needs, within a community of opportunity.

**JOB DESCRIPTION - Administration Officer**

**Job Title**:Administration Officer

**Location**:Central Office Downpatrick

**Accountable to**:Finance Manager

**Reports to**:Finance Manager

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

**Salary**:£22,015 per annum Pro Rata**

**Health Cash Plan**

**Employee Assistance Programme**

**Pension**

**Annual Leave **20 days per annum (plus an additional 3 days following 5 years’ service) pro rata

8 Bank Holidays per year pro rata

**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.

**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 pos