Administrative Officer

7 months ago

Belfast, United Kingdom NIPSO Full time

**TO APPLY FOR THIS ROLE YOU MUST GO TO WWW.NIPSO.ORG.UK AND DOWNLOAD THE APPLICANT PACK, APPLICATION FORM AND MONITORING FORM AND RETURN COMPLETED FORMS TO THE EMAIL SPECIFIED WITHIN THE APPLICANT PACK.**
- **Job Description**_

**Post: Administrative Officer Corporate Services**

**Responsible to: Finance & Corporate Services Manager**

**Grade: Administrative Officer**

**Salary: £23,071 - £24,507 p.a.**

**Location: Belfast**

**Main purpose of job**

The provision of efficient, timely, accurate and confidential administrative support to the Finance and Corporate Services functions as well as to the wider Office of the Northern Ireland Public Services Ombudsman. This is to include administrative support where the Office requires external Independent Professional Advice (IPA) in the course of completing complaints investigations.

**Summary of principal duties and responsibilities**:
**Finance**
- Administer financial procedures and policies, for example, processing purchase orders/invoices, reconciling bank, VAT and nominal ledger accounts, resolving invoice queries, maintaining prompt payment performance information, booking courses, travel, postage & courier services, ordering stationery, processing expenses and raising of organisation purchase orders;
- Contribute to reports on financial performance against targets and the production and distribution of monthly and annual operational performance information, e.g. 10 day prompt payment;
- Undertake data collection, input and analysis in line with established procedures and quality standards and using appropriate technology, e.g. financial data such as nominal code activity against spend.

**IPA Administration**
- Action IPA requests including the issue of contracts of engagement to advisors. Ensure return of Contracts and notify Investigating Officer (IO) of acceptance;
- Destruction of advice packages in line with documented procedures;
- Maintain, track and update the IPA contracts database; issuing reminders to IPA’s where necessary;
- Liaise with IOs and IPAs on contract matters including; payment of fees, termination of contracts, maintaining performance information records in relation to the IPA service.
- Assist in the procurement of Independent Social Work Advice when required;
**Corporate Performance and Reporting**

Respond to internal and external enquiries - providing information where required,

e.g. general matters to include finance, premises, IT, suppliers, contractors;
- Assist in the co-ordination of contract management procedures.

**General Administration Support**
- Book and prepare meeting rooms and ensure that facilities and equipment are available and maintained to a high standard;
- Maintain effective relationships with internal and external contacts, for example suppliers, internal directorates and teams;
- General administrative duties-shredding, photocopying, accepting deliveries; maintaining stationery inventory;
- Undertake any other Corporate Services duties appropriate to grade and as directed by line management.

**General Responsibilities & Duties**
- Adhere to and promote the Office policies on Equality of Opportunity and Dignity at Work, demonstrating a commitment to the principles of equality, fairness and diversity in all aspects of work;
- Take responsibility for the development of own skills and knowledge through proactive engagement in the internal performance review processes; and
- Undertake ad-hoc, cross-functional project work supporting the development of the Office and service provision as reasonably requested by your line manager.
- **Person Specification**_

**Post: Administrative Officer Corporate Services**

**Responsible to: Finance and Corporate Services Manager**

**Grade: Administrative Officer**

**Salary: £23,071 - £24,507 p.a.**

**Location: Belfast**
- Method of Selection: Application form (AF); Interview (I)._

**Essential Criteria - Qualifications, experience, knowledge and job related attributes**
- A minimum of 5 GCSEs (Grades A-C) or equivalent including English Language and Mathematics _(AF);_

**And**
- Two years’ experience of providing administrative support within a finance environment; (AF)
- Experience in the use of Sage Accounts or similar accounting software primarily for the processing of payments and posting of transactions. (AF, I)

**Job related skills and attributes**
- Attention to detail and a commitment to timeliness, quality and accuracy in information processing; _(I);_
- Organisational and planning skills and the ability to work under pressure to tight timescales and manage competing work priorities; _(AF, I);_
- Excellent written and oral communication skills, including the ability to communicate effectively with individuals at all levels; (_I);_
- Proficiency in the use of Microsoft Office products, particularly MS Word and Excel, to extract information and produce reports; _(AF)._
- Ability to work as part of a team and contribute to continuous improvement;

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