Senior Administration Assistant

Overview

Vanrath are recruiting for a Senior Administration Assistant on behalf of a large public sector body in Lisburn on a temporary basis.

Salary: £16.90 per hour
•

Hours:

37 per week
• Type:
Temporary

37 hours Monday to Friday;
Temporary contract; £16.90 per hour.

The post holder is responsible for providing a confidential, comprehensive secretarial and administration service for the Head of Communities responsible for Arts, Culture, Community Services, Community Planning, PEACE and Policing & Community Safety Partnership (PCSP).This role requires regular communication and interaction with Elected Members, Senior Officers and a wide range of external stakeholders.

• Provide confidential and comprehensive secretarial support for the Head of Communities.
• Compile and collate reports and minutes to meet strict deadlines (e.g., monthly reports to the Communities & Wellbeing Committee, working groups, and Council meetings).
• Manage the Head of Communities diary and email, including scheduling internal and external meetings.
• Coordinate correspondence and general administration from all sections within the Communities Unit on behalf of the Head of Communities.
• Develop and maintain filing systems; update and reorganise as necessary; manage an efficient office for the Communities Unit.
• Compile, monitor, and maintain personnel records and inventory of absence (holidays, TOIL, sickness, and other absences) for all staff within the Communities Unit.
• Manage incoming correspondence (telephone calls and enquiries) and prioritise accordingly.
• Liaise with the Chief Executives Office, Directors, other Officers and outside agencies; arrange bookings, meetings, hospitality, events, etc.
• Assist with complaints and enquiries referred to the Head of Communities and follow up on outstanding matters as needed.
• Process bookings for meetings/visits and oversee catering arrangements for events and receptions.
• Establish and utilise databases and spreadsheets for areas within the Communities Unit; prepare statistics as required.
• Maintain administrative systems for the Communities Unit (petty cash; reconciling and coding credit card statements; collation of budget reports and performance information).
• Undertake other related duties as requested by the Head of Communities and cover in event of emergencies or staff absences.
• Ensure compliance with all Council policies and procedures and operate to high standards of personal behaviour aligned with the organisation’s core values and behaviours.

• Essential: 5 GCSEs at grades A–C, NVQ Level 2 or equivalent.
• Essential:
  Minimum 2 years’ experience in Admin/Secretarial support to a Senior Manager; minute taking; operating office administration systems (manual and electronic).
• Desirable:
  Applicants without the essential qualifications may demonstrate a minimum of 4 years’ experience as outlined above.

For consideration, apply today by contacting Leanne Garrett in the strictest confidence.

Experience:

2 years required