Personal Assistant/Office Manager

MAIN ACTIVITIES

Office Manager

• Ensure effective administrative support for the NICIE Senior management and Development Team.
• Develop and maintain effective policies and procedures for the management of administrative support.
• Develop and maintain IT based systems for administration and record keeping.
• Allocate work to administrative staff as appropriate.
• Quality control of all administrative work.
• Line management of administrative team, including appraisal and staff development.
• Maintaining filing system.
• Proactively maintain company website and social media.
• Maintain Calendar of events and appointments.
• Assist the Finance Officer with procurement and tendering.
• Assist the Finance Officer as requested including recording of invoices/receipts and lodgement of monies.
• Manage relationships with 3rd Party Providers (stationery/cleaning etc.)
• Respond to external and school enquiries in an efficient and effective manner.
• Manage and maintain Panel of Associates applications and relevant records including contracts with Finance Officer.

Events, Meetings, Conferences and Seminars

• Prepare and issue relevant papers and documentation for all Board of Director Committee meetings attend meetings and take minutes.
• Provide and manage administrative support and facilitate events, seminars and conferences.
• Ensure that all events are managed and tendered as per local government procurement arrangements.

Management and supervision

• Supervision of appropriate staff including the management and allocation of duties.
• Identify, provide on the job training and induction to appropriate staff.
• Manage the provision of general administrative, clerical and secretarial support for Development Officers.
• Develop, maintain and operate manual and/or computerised information systems in connection with, staff, budgets, maintenance, recruitment, transport etc.
• Complete and submit all records/returns as required.
• Operate/oversee requisitioning procedures, including the ordering, purchasing, receiving, checking, storage and distribution of resources.
• Stock and control of resources.
• Arrange for the maintenance of equipment.
• Daily/weekly work in progress reporting.
• Maintain and update databases as required.
• Ensure that all procurement processes are managed and authorised.
• Ensure that Health and safety Policies and training are implemented and adhered to.

Administrative support for Chief Executive

• Co-coordinating the CEO’s work diary, including making appointments as appropriate.
• Devising and maintaining office systems for the CEO, including data management and filing.
• Screening phone calls, enquiries and requests, and handling them when appropriate.
• Preparing for and meeting and greeting visitors for the CEO.
• Dealing with incoming email, faxes and post, often corresponding on behalf of the CEO.
• Arranging travel, visas and accommodation and, occasionally, travelling with the CEO.
• Carrying out background research and presenting findings.
• Producing documents, briefing papers, reports and presentations.
• Organising and attending meetings and ensuring the CEO is well prepared for meetings.
• Providing support to Senior Management Team.
• Liaising with schools and principals as appropriate.
• Organise Annual General Meeting.

To provide administrative support on NICIE personnel matters

• Organise and co-ordinate the administration of recruitment procedures.
• Maintain personnel files.
• Be responsible for compiling statutory returns re Monitoring Forms, etc.
• Maintain the HR system providing information as requested by CEO or Finance Officer.
• To keep maintained and updated Access NI vetting information.
• To comply with NICIE’s Equal Opportunities policy and all other policies and procedures.
• To comply with all NICIE’s IT security policy and any reasonable procedures arising from it.
• To comply with all NICIE’s record management policies specifically data protection and freedom of information and any reasonable procedures arising from them.
• Undertake such other relevant duties that may arise.