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- Tasks: Manage the office of the Chair and Chief Executive, ensuring smooth operations and high-quality support.
- Company: Join a leading healthcare organisation dedicated to making a difference in the community.
- Benefits: Competitive pay, flexible hours, and opportunities for professional growth.
- Why this job: Be at the heart of decision-making and contribute to impactful healthcare initiatives.
- Qualifications: Strong administrative skills, IT proficiency, and ability to multitask effectively.
- Other info: Temporary position with potential for extension; dynamic work environment in Belfast.
The predicted salary is between 12 - 16 £ per hour.
The postholder will be responsible for providing a comprehensive and efficient administrative and high standard business support to the Chair, Chief Executive and Board Secretary. The postholder will have significant administrative / office and team management expertise with advanced IT skills and an ability to multi-task and prioritise your workload.
He / she will be responsible for the day to day management of the Chair and Chief Executive’s office, including line management of staff in the office. The post holder will assist in ensuring that all Trust Board, Committee meetings and workshops are efficiently and effectively organised and managed, in line with the Trust’s Standing Orders and requirements of the Chair, Chief Executive and Board Secretary.
Main Responsibilities:
- Lead in the provision of a high quality administrative and business function to ensure the effective and efficient running of the offices of the Chairman and Chief Executive.
- To take the lead in the improvement of administrative and support services within the Chief Executive and Chair office.
- Manage all correspondence coming into the Chair and Chief Executive’s offices.
- Action correspondence on own initiative – delegating to other Trust officers, seek comments and draft responses for the Chair and Chief Executive sign off.
- Action all queries raised by external and internal stakeholders, for example other organisations, MPs and MLAs, with the Chair and Chief Executive in a way which ensures such issues are prioritised appropriately, a full response is developed and is issued in a timely manner.
- Maintain and develop an effective filing function, both manual and electronic, within Chair and Chief Executive’s offices and ensure an effective bring forward system is in place to facilitate the follow-up of outstanding matters within related timescales.
- Assist in the timely planning and organisation of corporate events, including the preparation of programmes and papers, eg VIP visits to the Trust, conferences, official openings, NIAS Long Service / Awards Ceremony etc, as required, and act as the Trust’s point of contact, liaising with Trust Communications as necessary, for external organisations such as the Northern Ireland Office, Minister’s office and other Departmental offices.
- Co-ordinate and draft responses, where appropriate, on behalf of the Chair and Chief Executive’s offices to requests relating to the Freedom of Information Act for consideration prior to issue.
- Act as the point of co-ordination for all NIAS travel approvals and ensure completion of the relevant returns in line with Departmental requirements.
- Process on behalf of the Chief Executive requisitions on the e-procurement system which require the Chief Executive’s approval. This includes ensuring that appropriate approvals and funding are in place.
- To be responsible for the monitoring and ordering of equipment and supplies as appropriate.
- Monitor and maintain stock control and supplies for the Chair and Chief Executive’s office as well as ensuring upkeep of the general office, Boardroom and kitchen.
- Assist in the filing of master files for Trust Board, Committee and Senior Management Team meetings; the receipt and distribution of Departmental circulars and their management.
- Assist in ensuring that appropriate processes are in place to take forward the completion of NED annual appraisals by the Chair and the consideration of Directors’ objectives by the Chief Executive.
- Manage the administrative staff who work in the Chief Executive’s office.
- Arrange meetings, events, and conferences as directed.
- Manage correspondence and liaise with a range of individuals and organisations as point of contact.
- Communicate complex, sensitive information to a range of people internally and externally.
- To be proactive in developing local protocols and procedures.
- Assist in ensuring high quality communication between the Trust’s Chair and Chief Executive and the Trust’s Non-Executive Directors.
- Assist in ensuring adequate arrangements are in place for the provision of annual leave cover.
- Establish, maintain and monitor quality standards for administrative services to ensure continuous improvement.
- To ensure that all staff, including temporary staff are provided with a comprehensive administrative induction.
- To be responsible in ensuring that any expenditure remains within the allocated budget and to alert the Board Secretary of any issues that could cause the budget to be overspent and to agree remedial action.
- Analyse and monitor secretarial / administrative processes ensuring they remain effective and efficient.
- Make recommendations, for service improvement where inefficiencies have been identified.
- Attend and proactively contribute and participate in team meetings as deemed appropriate.
Staff Management:
- To supervise and delegate work to subordinate staff on a day-to-day basis as required, ensuring that all tasks are carried out to agreed quality and time targets.
- To provide training in own discipline to less experienced members of staff, if and when required.
Office Manager in Belfast employer: Your World Recruitment
Contact Detail:
Your World Recruitment Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Office Manager in Belfast
✨Tip Number 1
Network like a pro! Reach out to your connections on LinkedIn or even in person. Let them know you're on the hunt for an Office Manager role. You never know who might have the inside scoop on a job opening!
✨Tip Number 2
Prepare for interviews by researching the company and its culture. Tailor your responses to show how your skills in administration and team management can make a real difference. We want you to shine!
✨Tip Number 3
Practice makes perfect! Do mock interviews with friends or family. Focus on articulating your experience in managing correspondence and events, as these are key for the Office Manager role.
✨Tip Number 4
Apply through our website! It’s super easy and gives you a better chance of being noticed. Plus, we love seeing candidates who take that extra step to connect with us directly.
We think you need these skills to ace Office Manager in Belfast
Some tips for your application 🫡
Tailor Your Application: Make sure to customise your CV and cover letter for the Office Manager role. Highlight your relevant experience in administrative support and team management, as well as your advanced IT skills. We want to see how you can bring your unique flair to our team!
Showcase Your Multi-tasking Skills: In your application, give examples of how you've successfully managed multiple tasks or projects at once. This role requires someone who can juggle various responsibilities, so let us know how you prioritise and stay organised!
Be Clear and Concise: When writing your application, keep it straightforward and to the point. Use clear language and avoid jargon. We appreciate a well-structured application that makes it easy for us to see your qualifications and enthusiasm for the role.
Apply Through Our Website: Don’t forget to submit your application through our website! It’s the best way for us to receive your details and ensures you’re considered for the Office Manager position. We can’t wait to hear from you!
How to prepare for a job interview at Your World Recruitment
✨Know Your Role Inside Out
Before the interview, make sure you thoroughly understand the responsibilities of the Office Manager position. Familiarise yourself with the key tasks mentioned in the job description, such as managing correspondence and organising meetings. This will help you demonstrate your knowledge and show that you're genuinely interested in the role.
✨Showcase Your Multi-Tasking Skills
As an Office Manager, you'll need to juggle various tasks simultaneously. Prepare examples from your past experiences where you've successfully managed multiple priorities. Be ready to discuss how you prioritised your workload and ensured everything ran smoothly, as this will highlight your organisational skills.
✨Demonstrate Your IT Proficiency
Advanced IT skills are crucial for this role. Brush up on any relevant software or tools mentioned in the job description. If you have experience with e-procurement systems or filing management, be sure to mention it. Showing that you're tech-savvy will give you an edge over other candidates.
✨Prepare for Scenario-Based Questions
Expect questions that assess how you'd handle specific situations, like managing sensitive information or coordinating events. Think of scenarios where you've had to communicate complex information or resolve conflicts. Practising these responses will help you feel more confident during the interview.
