Administrator

My client is a leading and well-established organisation who are currently seeking an Administrator to join their team based in Belfast.

This is a Full-Time, Temporary Position – with an immediate start (initially for 2 months).

Working hours: Monday to Thursday 9am-5pm and Friday 9am-4pm

With an hourly rate of £13.47 to £14.61per hour.

Start date: asap

Job Purpose:

You will be responsible for providing professional administrative support to ensure the day-to-day service delivery across all the Services contracts.

Essential Criteria:

• A minimum of 12 months experience in an administrative role.
• Minimum of 5 GCSE passes at grade C or above, or equivalent, to include English Language and Mathematics.
• IT proficient with the experience and confidence of using Microsoft Office packages to include Word, Excel, Outlook and PowerPoint.
• Demonstrable experience of using information management systems to maintain accurate records.
• Excellent communication skills both written and verbal – with the ability to communicate with stakeholders at all levels.
• Ability to manage and prioritise a busy workload – with good organisational and planning skills.
• Ability to work as part of a team as well as on your own initiative.
• Ability to work flexibly to meet the needs of the business.

Main Duties and Responsibilities:

• Provide confidential and professional administrative support.
• Effective use of the Client Management System.
• Effective use of MS applications (One Drive, Excel, Word, PowerPoint etc.) to a high and professional standard, including but not limited to data collection and analysis, the production of letters, reports, training materials, presentations, marketing and promotional materials etc.
• Assist in the timely and accurate collation and completion of regular and ad-hoc statistical reports and preparation of information for audits, ensuring all deadlines are met.
• Maintain a petty cash, invoicing and lodgement system including processing of all related correspondence.
• Support with the management of the buildings, including completion of a range of Health and Safety checks.
• Facilitate on-site visits from third-party maintenance and health and safety providers, ensuring accurate logs are maintained.
• General reprographic duties as and when required, including printing, scanning, binding etc.
• Order stationary and general supplies for the service as necessary, ensuring adherence to the organisation’s procurement and petty cash procedures.
• Maintain a confidential and well-ordered system for the service.
• Assist with Subject Access Requests.
• Respond to all inbound communications (telephone, messages within the Client Management System, emails and letters) in a clear, concise and prompt manner.
• Deliver outbound communications (telephone, messages within the client management system and email, letters) promptly in order to support the co-ordination and delivery of therapeutic work.
• Management of service Outlook inboxes, responding to queries in a professional and timely manner, and directing incoming mail to appropriate individuals.
• Support the management of referrals to the service, including statutory, 3rd party, self-referrals, family members/carers/others.
• Support the service to meet contract KPI’s and effectively manage waiting lists.
• Support distressed clients through the provision of support and escalation to the wider team as appropriate.
• Signpost clients to other relevant services as required.