Administration and Support Officer Full Time FTC Maternity Cover

JOB SPECIFICATION
 

Title                           : Administration and Support Officer   

Responsible To        : Administration Coordinator

Location                    : 6th Floor Embassy Building, 3 Strand Road, Derry, BT48 7BH

Hours of Work          : 35 Hours Per Week

Duration                 : Fixed term contract covering Maternity Leave

Salary                        : £17,109.12 per annum pro rata

Key Accountabilities:

•  Providing administrative support to the Co-ordinator and volunteers  
•  Undertaking reception and telephone duties. Reception and telephone duties will include contacting clients, dealing with sensitive information and with people in emotive situations
•  Achieving standards of performance and performance targets
•  Inputting and maintaining information on the referral system
•  Administering reports and letters
•  Taking bookings, preparing rooms and organising hospitality as appropriate
•  Managing the office diary
•  Maintain the purchase and supply of materials and stationery as agreed ensuring that all office equipment is properly stored, serviced, maintained and repaired.
•  Management of all office files which includes the set up, maintenance and supply of files to the co-ordinator and deputy co-ordinator as required
•  Managing all incoming and outgoing post
•  Managing and administering petty cash
•  Travel to other Victim Support NI Office locations and Court locations, where we provide support service will be expected
•  Full compliance with all financial, HR and other corporate responsibilities as appropriate to the post
• Ensure that all Victim Support policies, particularly those relating to Confidentiality, Health & Safety and Equal Opportunities are applied

The above detail of main responsibilities is not intended to be an exhaustive listing and the post-holder may be expected to accept additional / amended responsibilities in line with the organisation’s needs. Such additions / amendments will be in line with the capabilities of the post-holder.

Qualifications:

• 5 GCSE’s /O’ levels / Equivalent including English and Maths grade C or above with a minimum of two years’ experience in the provision of an effective administration service in an office environment
• Or
• Five years’ experience in the provision of an effective administration service in an office environment

 Skills and Experience

Qualifications:

• 5 GCSE’s /O’ levels / Equivalent including English and Maths grade C or above with a minimum of two years’ experience in the provision of an effective administration service in an office environment
• Or
• Five years’ experience in the provision of an effective administration service in an office environment

Skills and Experience

• Proven organisational skills in an office environment
• Proven communication skills both verbal & written especially in the area of dealing with Customer/Clients
• Experience of both internal and external stakeholder engagement 
• Experience of dealing with confidential information - both verbal and written
•  Experience of dealing sensitively with people in emotive situations
•  Proven record of valuing accuracy and attention to detail within your work
•  The post holder must be proficient in the use of Microsoft Office packages
• Proven communication skills both verbal & written especially in the area of dealing with Customer/Clients
• Experience of both internal and external stakeholder engagement 
• Experience of dealing with confidential information - both verbal and written
•  Experience of dealing sensitively with people in emotive situations
•  Proven record of valuing accuracy and attention to detail within your work
•  The post holder must be proficient in the use of Microsoft Office packages