Administration Officer

2 weeks ago

Belfast, United Kingdom Safe Places for Children UK Full time

**Administration Officer Job Position Description**

**Post**:Administration Officer

**Project**:Safe Places for Children UK

**Responsible To**:Safe Places Leadership Management Team

**Reports To**:Regional Lead

**Base**:Belfast (Northern Ireland Wide)

**Contract**: Full Time Contract (Probation Period)

**General Responsibilities**

Employees of Safe Places for Children will be required to promote and support our mission: at Safe Places for Children, it’s all about the young people and our values which are to be Professional, Responsive, Passionate, Untied and Supportive with all stakeholders, colleagues and management that relate to the organisation and with young people in our care.

General responsibilities include, but is not limited to, the following:

- Administrator Officer has a responsibility to welcome visitors to the office, undertake reception duties and answer telephones etc;
- The Administrating Officer will maintain an inventory of office supplies (stationary, tea & coffee) & setup for meetings with external stakeholders;
- Administrator Officer will assist in maintain a high standard of cleanliness in all office spaces that include but not limited to training room, board room etc;
- Administrator Officer to collect, scan, post and distributing all mail in relation to the organisations business plans and ethos;
- The Administrator Officer is responsible for scanning, printing, binding, photocopying and faxing all information required for Safe Places for Children to meet business needs;
- Assisting with Safe Places for Children UK with training days in terms of organising trainers, room set up and any other items needed that ensures the organisation are able to meet the training needs;
- The Administrator Officer will be responsible for taking planning meetings, registered manager meetings or other meetings directed by the area manager or senior management or leadership management team;
- The Administrator Officer will be responsible for recording & distributing minutes for meetings and uploading them onto the relevant portal that are accessible to approved staff members;
- The Administrator Officer will be responsible for diary management of property & estate maintenance matters and organising appointments needed for the servicing or maintenance of the placement vehicle;
- The Area Administrator Officer will be responsible for leading, managing and following through on the property and vehicle matters within the Area that they have been assigned to work within (maybe occasions there will be need to support other Area’s);
- The Administrative Officer will support the organisation and the Area to meet all recruitment requirements (that include but not limited to screening, phone interviews, note taking for interviews, employment references etc) and assist with all Human Resources matters and duties with the strictest of confidence;
- The Administrator Officer is to support Safe Places for Children UK and the Area with ongoing documentation review for all area staff as directed by the Regional Lead or other Senior Management;
- Property Management for residential properties and assisting with set up of new residential properties. Arrange property maintenance and repairs and asset Inventory for Safe Places property assets;
- Uploading receipts and invoices for payment on Safe Places for Children UK portal that be accessed by the Regional Lead and Senior Management Team.
- The Administrator Officer will be the main point of contact for service providers that are associated with the organisations business;
- Have input into the continued improvement of the service (be part of the solution) and work within the organizational policies, procedures and values;
- Manage resources efficiently and using tools provided;
- Maintain and update company databases;
- Organize a filing system for important and confidential company documents;
- Maintain a company calendar and schedule appointments;
- Book meeting rooms as required;
- Prepare reports and presentations with statistical data, as assigned;
- Arrange travel and accommodations and Schedule in-house and external events;
- Contribute to the development of tools and resources, systemisation and policies & procedures for the business;
- Adhere to Safe Places for Children Equal Opportunities Policy throughout the course of employment;
- The Administrator Office to support the organisational demands and the needs in regards to recruitment for the Area and Safe Places for Children UK associated projects and services;
- Any other duties, roles and responsibilities deemed necessary by Management.

**Pay and Terms and Conditions**

**Salary **£22,605.44 per a Year.

**Hours** Full-time (38 Hours per a Week). Monday to Friday, working hours are from 9.00am - 5.00pm. **Office Based**

**Holidays** 33 days per year including bank holidays

**Probation and conditions **you will serve a probationary period of six months. This may be extended if considered

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