Administrator (25 hours) in Belfast

Location: Based at Disability Sport NI Office, Portside Business Park, 189 Airport Road West, Belfast (with hybrid working).

Reports To: Chief Executive Officer

Salary: NJC Pay Scale: Points 12-17 (£28,598 - £31,022) pro-rata plus 8 percent employer pension contribution. Starting point negotiable based on skills and experience.

Hours: 25 hours per week. Hours of work will be those necessary to carry out the full responsibilities of the post, some of which may be in the evening and/or weekends. Time-off-in-lieu will be allowed in respect of working evenings and weekends.

DURATION: Permanent

Background Information: Disability Sport NI is the main disability sports charity in Northern Ireland working to improve the health and wellbeing of disabled people through sport and active recreation. We believe that every disabled person has the right to participate in all aspects of life, and are committed to building a more inclusive society where disabled people have the same opportunity as non-disabled people to lead a full, active and healthy lifestyle through sport and active recreation.

Job Purpose: The Administrator will provide comprehensive administrative, governance, finance, IT and facilities support to the CEO, Board of Directors, and staff team. The role is central to the effective day-to-day operation of Disability Sport NI and requires a high level of organisation, confidentiality, and attention to detail.

Main Duties And Responsibilities:

• Administrative Support: Provide high-quality administrative and secretarial support to the CEO and staff. Act as a first point of contact for the charity, responding to telephone calls, emails, and enquiries, referring them on to relevant members of staff. Prepare, type, proofread and distribute correspondence, papers, reports and publications as required within agreed deadlines. Arrange travel, accommodation, transport, and flights for staff as required. Support the organisation of Management team meetings, including the preparation of agendas and minute‑taking. Manage incoming and outgoing post. Assist with the organisation of events, training courses, seminars and conferences. Maintain effective electronic and manual filing and information management systems.
• Office and Facilities Management: Maintain an up-to-date database of all office‑related contracts and services in collaboration with the Facilities Committee. Act as the main point of contact for issues relating to the Portside Office Building, liaising with contractors, engineers and service providers as required. Organise and book routine servicing and maintenance of office equipment. Maintain office supplies and arrange timely ordering of stationery and consumables. Manage company vans, including servicing, MOTs, insurance, the management of fuel cards and driver records. Maintain and update the organisation's asset register.
• IT Systems Support: Act as liaison between staff and external IT provider (Zenith), raising and monitoring support tickets. Manage the administrator IT account for the charity. Maintain accurate records of IT equipment, licences and systems.
• Finance Support: Act as liaison between the charity's staff and the external contracted accountancy firm. Process and forward invoices, purchase orders, sales documentation and finance queries to the accountant on a daily basis. Process and monitor company credit card transactions. Maintain accurate records of purchase orders and credit card expenditure. Lodge cash and cheques received into the organisations bank account (Danske Bank).
• Governance and Compliance: Support the CEO with preparation of agendas, papers and minutes for Board of Directors meetings. Support the organisation of the Annual General Meeting, including venue booking, the preparation of papers and minute‑taking. Maintain up-to-date statutory records with Companies House and in liaison with the CEO complete and submit the Annual Return. In liaison with the CEO prepare and submit the annual Equality Monitoring return to the Equality Commission for Northern Ireland. Act as liaison with the NI Sports Forum in relation to Access NI applications and maintain accurate records of Access NI certification for staff and volunteers. Assist the CEO in ensuring that the charity’s policies and procedures are kept up to date and appropriately filed on the charity’s computer system and, where appropriate, on the charity’s website. Maintain and update the charity’s membership database and support communications with member organisations.
• Personnel Support: Assist the CEO and Managers with the recruitment of staff, including advertising, shortlisting and the administration of interviews. Manage and maintain recruitment and staff personnel records.
• General: To undertake training as required by Disability Sport NI. To carry out any other duties commensurate with the grade and level of responsibility of the post.

Essential Criteria: A minimum of 5 GCSEs (Grade AC) or equivalent, including English Language and Mathematics (or equivalent Level 2 qualification).

Desirable Criteria: A recognised qualification in Business Administration, Office Management, Finance, or related discipline (Level 3 or above).

Previous Experience – Essential Criteria: At least 3 years recent relevant experience in a busy administrative role. Experience of providing administrative and secretarial support to staff. Experience of maintaining electronic and manual filing systems.

Previous Experience – Desirable Criteria: Experience of processing financial documentation (e.g. invoices, purchase orders, expenses). Experience of supporting HR/recruitment processes. Experience of liaising with external suppliers, contractors and service providers.

Knowledge and Understanding – Essential Criteria: Understanding of data protection and confidentiality requirements (e.g. UK GDPR).

Knowledge and Understanding – Desirable Criteria: Knowledge of Access NI processes. Knowledge of the role and impact of Disability Sport NI.

Skills & Abilities – Essential Criteria: Competent in Microsoft Office (Word, Excel, Outlook, PowerPoint) and general IT systems. Strong written and verbal communication skills. Excellent organisational and time management skills with the ability to prioritise competing demands. The ability to work as part of a team. Ability to maintain discretion and confidentiality at all times.

Skills & Abilities – Desirable Criteria: Familiarity with cloud-based IT systems (e.g. SharePoint, OneDrive).

Circumstances – Essential Criteria: Ability to work evenings and weekends as required to carry out the duties of the post. Access to a form of transport that will permit the post holder to fulfil the duties of the post. Available and willing to undertake training necessary to fulfil the duties of the post.

Desirable criteria may be used for short listing if required.

Note to all applicants: We do not accept CVs for application. If you are interested in the role, you must complete the application form found on the company website once you click in the apply button below. Closing date for receipt of applications is 12:00 noon on Friday 6th March 2026. Interviews are scheduled for Friday 13th March 2026. Disability Sport NI is an Equal Opportunities Employer.