Senior Administrative Assistant - Temp Contract - Lisburn

KEY PURPOSE OF JOB: 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.

KEY 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.

Note: The post holder should be aware that the responsibilities and functional areas of the post may be subject to change as a result of organisational change. The Council therefore reserves the right to change the duties of the post by adding to or amending the range of functional responsibilities. The post holder will be required to be flexible and adaptable to meet the changing needs and requirements of the organisation.

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 year’s 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.

Technical Skills: Competent in the use of Word, Excel, Lotus Notes/Outlook.

Other Information:

• Start Date: 25 May 26
• Closing Date: 13 May 26
• Hours of Work: 37 per week
• Rate of Pay: £16.90 per hour plus accrued holiday pay
• Location: Lisburn

If you would like to apply for this role, please send us your updated CV via the link provided and one of the team will be in touch with you. Or if you would like to discuss this position, please contact Task Recruitment on 02890 421047 or 07812 017416 to speak to one of our consultants. The client reserves the right to close vacancies earlier than the specified date, should they receive sufficient applications. If interested, please send your CV as early as possible. We are an equal opportunities employer. We welcome applications from all suitably qualified persons.