Senior Administrative Assistant

The closing date for this position is the 13th May 2026.

Temporary (Approx 24 weeks) £16.90 per hour, 37 hours per week.

Main Purpose: The post holder is responsible for the provision of 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.

Main Roles and Responsibilities:

• Provide confidential and comprehensive secretarial support for the Head of Communities.
• Compile and collate reports and minutes to meet strict deadlines e.g. in relation to the Head of Communities Monthly reports to the Communities & Wellbeing Committee, working groups and Council meetings as required.
• Management of the Head of Communities Diary and email, including scheduling of meetings both internal and external.
• Dealing with correspondence and the co-ordination of general admin from all sections within the Communities Unit on behalf of the Head of Communities.
• Develop and maintain an appropriate filing system, including updating and reorganising as necessary and manage an effective and efficient well programmed office for the Communities Unit to support the Head of Communities in all their work.
• Compile, monitor, maintain and report on personnel records and inventory of absence including holidays, TOIL, sickness absence and other relevant absences for all staff within the Communities Unit.
• Manage all incoming correspondence including telephone calls and enquiries to the Head of Communities and redirect as necessary by prioritising their importance, urgency and relevance.
• Liaise with the Chief Executives Offices, Directors, other Officers and outside agencies as necessary, including taking bookings, organising meetings and hospitality, events etc.
• Assist in dealing with complaints and enquiries referred to the Head of Communities, using own initiative when attending to such matters or referring to other appropriate Officers when necessary, and follow up on any outstanding matters.
• Processing bookings for meetings/visits and overseeing catering arrangements for events and other receptions.
• Establish and utilise databases and spreadsheets for specific areas of work within the Communities Unit and preparing other statistics as required.
• Maintain administrative systems for the Communities Unit such as; Responsible for petty cash; Reconciling and coding Credit Card Statement; Collation of budget reports and performance management information.
• Such other related duties as may be requested by the Head of Communities and cover in event of emergency, staff absences through sickness etc.
• Ensure compliance with all Council policies and procedures and operate within the highest standards of personal behaviour, which reflects the core values and behaviours of the organisation.

Essential Criteria:

It is essential that applicants have a minimum of: 5 GCSE passes at grade A-C, NVQ level 2 or equivalent. A minimum of 2 years employment experience in the following: Admin/Secretarial experience to a Senior Manager. Minute taking Operating appropriate office administration systems – manual and electronic. Where applicants do not hold the essential qualifications, they must demonstrate a minimum of 4 years experience as outlined above.

Platinum Recruitment NI Ltd is an equal opportunities employer and a Corporate Member of the Recruitment and Employment Confederation (REC). Platinum Recruitment NI Ltd adheres to all current employment legislation. We reserve the right to close vacancies earlier than the specified date, should we receive sufficient applications. If interested, please send your CV as early as possible. Please note only those candidates shortlisted may be contacted. Applicants must be authorised to work in the UK and Ireland. We are unable to sponsor or take over the sponsorship of an employment visa at this time. Successful candidates may need to apply for an Access NI Certificate with Platinum Recruitment NI Ltd regardless if you already have a valid certificate. It will be a cost of between £16 - £32 depending on clearance level.