Administration Officer

3 weeks ago


Belfast, United Kingdom Heads Together Full time

The post holder will provide efficient and effective administrative support to the Commission, through the post holder’s individual actions and also as part of the broader corporate services team.

The role will support the Senior Finance, Personnel and Corporate Affairs Officer and the Director (Finance, Personnel and Corporate Affairs) in providing a range of finance, personnel and corporate administrative tasks, including supporting the legal team by acting as first point of contact for all enquiries to the organisation.
- Providing support to meetings including collating and circulating papers, meeting room set up, provision of hospitality, IT and/or conference call facilities and recording of minutes (if required).
- Updating the Commission’s website with appropriate corporate data.
- Supporting arrangement and delivery of Commission events, including updating of the Commission’s stakeholder database, issuing of invitations and maintaining RSVP lists, booking and liaising with the venue regarding equipment, catering etc, booking travel and accommodation for speakers, compiling event packs, setting up the venue, and managing the registration desk.
- Booking domestic and international travel for staff including accommodation and travel insurance.
- Compiling and updating the Commission’s corporate procedure manuals for review by management.
- Providing support to legal staff including acting as the first point of contact for enquiries and signposting to other organisations if required, updating the legal database, booking appointments for the weekly advice clinic, ensuring the smooth running of weekly advice clinics by monitoring appointment times, and photocopying of legal paperwork and court documentation.
- Supporting the Senior Finance, Personnel and Corporate Affairs Officer and Director (Finance, Personnel and Corporate Affairs) with the completion of monthly and annual returns; processing of orders, invoices and BACS payments; processing of salaries including assisting with payroll year end; assisting with internal and external audits; and filing and archiving.
- Supporting the Senior Finance, Personnel and Corporate Affairs Officer and Director (Finance, Personnel and Corporate Affairs) with recruitment processes and other personnel/human resources related reporting.
- Undertaking training and personal development activity as agreed with the Senior Finance, Personnel and Corporate Affairs Officer and the Director (Finance, Personnel and Corporate Affairs).
- Displaying a commitment to the protection of human rights and to the promotion of equality and showing sensitivity to the diversity of views on human rights issues in Northern Ireland.
- Undertaking any other duties whenever reasonably required by the Senior Finance, Personnel and Corporate Affairs Officer, Director (Finance, Personnel and Corporate Affairs) or the Chief Executive.

Employee Specification
**Essential Shortlisting Criteria**

ESSENTIAL CRITERIA
- At least two years’ practical experience in a similar role (gained within the last 7 years) including exposure to financial processes and assisting with general personnel administration (including but not limited to recruitment and selection, absence management, and equality and diversity).
- 1 years’ experience in a customer or client facing role, dealing with complex or challenging queries*.
- Ability to demonstrate organisational skills and attention to detail in a professional environment.
- Ability to demonstrate excellent verbal and written communication skills within a work context.
- A proficient level of IT literacy including a good working knowledge of Microsoft Office including Word, Excel, and PowerPoint.

*Complex and challenging queries might involve dealing with difficult behaviours or assessing information where the content is not straightforward or there are multiple options to consider.

**Desirable Shortlisting Criteria**
- Previous experience of supporting events or assisting with event management within a work context.
- A minimum of 6 months experience of updating and maintaining databases.
- Previous experience of arranging travel and accommodation for business purposes i.e., booking flights, hotels, and transfers.

**Job Types**: Full-time, Fixed term contract
Contract length: 12 months

**Salary**: £23,071.00 per year

**Benefits**:

- Flexitime

Schedule:

- Flexitime
- Monday to Friday

Ability to commute/relocate:

- Belfast: reliably commute or plan to relocate before starting work (required)

**Experience**:

- Administration: 2 years (required)

Work Location: In person

Application deadline: 28/08/2023
Reference ID: AO(FTC)/Jul23


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