Senior Admin Support Officer - PT

Position: Senior Admin Support Officer - 20hrs PT
SEFF

JOB DESCRIPTION:

Senior Admin Support Officer - 20hrs PT Responsible to:
Operations Manager

Location:

Lisnaskea/Fivemiletown (with some business travel to other offices required) Hours of work: 20hrshoursperweekuntil
31stMarch
2028 Salary: £35,047 Gross per annum pro rata + 6% Pension payable monthly in arrears Purposeofthe Role:
To provide comprehensive, high-quality administrative, organisational and executive support to the Chief Executive Officer (CEO) and Operations Manager, ensuring the effective and efficient day-to-day operation of the organisation. The postholder will play an important role in supporting the strategic, operational and administrative functions of the charity, ensuring that organisational priorities, internal processes, communications and activities are effectively coordinated and delivered.

Working within a victims' charity, the postholder must demonstrate a high level of professionalism, discretion, empathy and understanding of the sensitive nature of the organisation's work with victims and survivors of terrorism and other conflict-related trauma. The role requires an organised, proactive and adaptable individual who can manage competing priorities, exercise initiative, maintain high standards of accuracy and provide dependable support to senior management.

Keyworkingrelationships:
Internal:
Operations Manager-Line Manager Senior Management Team  SEFFteamsandcolleagues Individualsandfamilies(clients/members) Sessionalpersonnel SEFFVolunteers External:
Othercommunityandvoluntaryorganisations VisitorstoSEFFoffices Supplier sand Contractors

Key Responsibilities:

1. Executive and Senior Management Support ProvideconfidentialadministrativeandexecutivesupporttotheCEOandOperations Manager. Manageandcoordinatediaries,appointments,meetingsandassociatedcommitments. Arrange internal and external meetings, including preparation and circulation of agendas, papers and supporting documentation. Attend meetings as required, taking accurate minutes, recording decisions and maintaining action logs. Monitoroutstandingactionsandfollowupwithrelevantstafftosupporttimelycompletion. Assistwiththepreparation,formattingandproofreadingofreports,correspondence, presentations, briefing papers and other management documentation. Support the CEO with correspondence, communications and administrative tasks relating to organisational leadership and external engagement. Handlesensitiveandconfidentialinformationwithdiscretionandinaccordancewith organisational policies.

Anticipate administrative requirements and identify opportunities to improve the effectiveness of senior management support.
2. Operational and Organisational Administration Provide administrative support to the Operations Manager in the coordination and monitoring of day-to-day organisational activities. Assist with the development, maintenance and review of administrative systems, procedures and operational records. Maintainaccurateelectronicandhard-copyfilingsystemsandensuredocumentsare appropriately stored and accessible. Assistinthepreparationandmaintenanceofoperationalreports,registers,schedules and organisational records. Supportthecoordinationoforganisationalevents,meetings,trainingsessionsand stakeholder engagements. Assistwiththemonitoringoforganisationaldeadlines,reportingrequirementsandkey operational activities. Liaisewithstaff,volunteers,serviceprovidersandexternalorganisationsasrequired. Support the administration of organisational policies, procedures and internal communications. Identify administrative or operational issues and bring these to the attention of the Operations Manager.

3. Governance, Compliance and Reporting Provideadministrativesupportfor Board meetings,committeemeetingsandother governance arrangements. Assistwiththepreparationandcirculationof Boardandcommitteepapers. Maintainaccuraterecordsofmeetings,decisionsandgovernanceactions. Assistinmaintainingorganisationalpolicydocuments,registersandcompliancerecords. Support the preparation of information required for funders, auditors, regulatory bodies andother relevant stakeholders. Assistwithmonitoringreportingdeadlinesandensuringdocumentationissubmittedina timely and accurate manner. Maintainappropriaterecordsinaccordancewithdataprotection,confidentialityandinformation governance requirements.
4. Finance and Resource Administration Provideadministrativesupporttothe Operations Managerinrelationtoorganisational  financial and resource management. Assist with processing invoices, purchase…