Administrative Assistant

Administrative Assistant Charity Jobs NI is delighted to be supporting Adopt NI with the recruitment of an Administrative Assistant to provide comprehensive administrative support to a project delivering information recovery and family tracing services for adults connected to Mother and Baby Institutions, Magdalene Laundries and Workhouses in Northern Ireland. This is an excellent opportunity for an experienced administrator who enjoys working in a varied, people-focused role and wants to contribute to work that makes a meaningful difference.

Reporting to the Project Support Coordinator, the successful candidate will provide essential support across administration, client enquiries, office systems, communications and project coordination. As a first point of contact for many service users, they will also play an important role in ensuring people receive a welcoming, empathetic and professional experience from their first interaction with Adopt NI. This role is funded by the Victims and Survivors Service (VSS).

Location Belfast. Hours of Work 37 hours per week. Salary NJC Scale 4, Point 8: £26,824 per annum. Contract Full-time, fixed-term until 31st March 2029, subject to funding. Closing Date Thursday 10th September .

Salary and Benefits Adopt NI offers:
Flexible working options Family-friendly policies 25 days annual leave plus 10 public holidays Workplace pension Induction and on-the-job training Regular supervision Parking available at the office Time off in lieu for additional hours worked About Adopt NI Adopt NI is an independent registered charity established in 1989. Its main priority is to support adults impacted by adoption or separation from their family of origin, including birth mothers, adult adoptees, adopters and siblings.

Based in Belfast and working regionally, Adopt NI provides a range of confidential support and services to people affected by adoption or separation from their family of origin. Its work is focused on providing greater access to information, empowering adults and ensuring individuals receive respectful, non-judgemental and person-centred support.

The Role The Administrative Assistant will provide comprehensive administrative support to a project team delivering information recovery and family tracing services for adults connected to Mother and Baby Institutions, Magdalene Laundries and Workhouses, and those affected by the pathways and practices associated with these institutions in Northern Ireland. The postholder will support the effective operation and ongoing development of the systems, processes and recording mechanisms required to deliver a high-quality, responsive and accessible service.

This will include maintaining accurate records, coordinating administrative processes and ensuring information is managed appropriately and securely. An important element of the role will be acting as a first point of contact for people accessing support. The successful candidate will therefore need to combine strong administrative skills with empathy, sensitivity and the ability to maintain appropriate professional boundaries. The role may involve exposure to sensitive or distressing information.

Adopt NI is a trauma-informed organisation, and the successful candidate will be expected to reflect this approach in their communication and interactions with service users. Alongside core administration, this is a particularly varied role incorporating reception, database administration, routine finance tasks, communications, social media, website updates, surveys, events and support for peer groups. This role may also appeal to candidates searching for positions such as Administrative Officer, Project Administrator, Office Administrator, Project Support Assistant, Administration and Communications Assistant or Team Administrator.

Key Responsibilities The Administrative Assistant will:
Act as a first point of contact for service users and project enquiries, responding professionally, empathetically and confidentially by telephone, email and in person. Provide comprehensive administrative, reception and secretarial support to the project team and CEO. Develop and maintain…