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Job | Full Time

Executive Team Administrator

Belfast Metropolitan College

Administration
£18,870 - £23,111 (Band 4)
36.00
To provide a professional, comprehensive and confidential support service to the Executive Team including administration and secretarial duties.

DUTIES & RESPONSIBILITIES:

Administrative Support

  • To act as a private and confidential secretary to members of the Executive Team.
  • To maintain appointments and electronic diaries for the members of the Executive Team as required, by scheduling complex meetings, assessing the priority of meetings and reallocation of meetings as required.
  • To be proactive in the co-ordination and support for an extensive range of meetings to include preparation of agenda, pre-meeting briefings, dissemination of associated papers, taking minutes, following up of actions.
  • To work with standard and advanced spreadsheets, databases, presentations, word processing software packages and college management information systems.
  • To perform daily duties such as answering and screening telephone calls and office enquiries; taking messages; answering queries; copying and collating; and other routine duties necessary to assist Executive Team members and other members of the Support Team.
  • To prepare and/or edit draft of letters, correspondence, minutes, presentations, reports, forms, charts, memos, and other documents as needed.
  • To plan, organise business visits including arranging travel and accommodation for the members of the Executive Team as required.
  • To promptly record hard copy post, monitor email, dispatch to the appropriate person and respond as required to the Executive Team’s correspondence
  • To ensure that members of the Executive Team are prepared, with supporting papers and all relevant information, for all meetings, seminars and conference visits
  • To co-ordinate catering bookings, host and/or prepare hospitality for the Executive Teams’ visitors and guests.
  • To assist in the collection and dissemination of information and reports as required by the members of the Executive Team, in a timely and efficient manner.
  • To perform data entry as required.
  • To assist with the collation and production of returns to Department for the Economy or other external organisation as required.
  • Act as key liaison point between the Executive Team and external and internal stakeholders and establish an effective network of contacts to enhance communication and customer care.
  • To organise special events for the Executive Team.
  • To assist with college events, i.e. graduation, open days, enrolment.
  • To co-ordinate work and ensure holiday and office cover with the other members of the Executive Team Support Office Team.

Process and Performance Management

  • To provide an administrative support service delivery against the Executive Support Team’s Key Performance Indicator’s.
  • To deliver a high quality and highly confidential clerical and administrative support service is provided within the Executive Team at all times including:
  • To collate, verify and manage primary documents within the Executive Team.
  • Develop a sound knowledge of the work of the managers in order to interact with confidence with internal and external stakeholders.
  • Operate an effective ‘reminder’ system so all impending deadlines and matters requiring attention are brought forward and actioned appropriately.
  • Be proactive in responding to enquiries and obtaining information in advance of scheduled meetings/events.
  • To monitor and maintain adequate stationery supplies and purchase materials and resources in line with the procurement procedures
  • To organise the Executive Team’s contribution to College award and recognition ceremonies, including ensuring that entries for significant awards are available and reviewed.
  • To assist in the delivery of the College admissions process.
  • To carry out research as directed by the Executive Team.
  • Ensure the co-ordination and collation of documentation relating to annual activities and events such as performance reviews, meetings, appraisals, etc.
  • Develop, implement and maintain effective and confidential manual and electronic filing system

Finance

  • To ensure that purchase orders and invoices are properly completed, authorised and passed to the relevant business unit, finance/administration staff for payment including the use of Agresso or other financial systems as required.
  • To record and maintain accurate budget information for the Directorate budget.

General

  • To ensure the effective application of health and safety procedures for all staff and learners, within the area of responsibility.
  • To contribute to the executive support team’s achievement of the College’s mission, values and strategic directions.
  • Act, if directed, of Fire Marshall or Fire Warden
  • Carry out, if directed, the role of First Aider (subject to College policy & procedures)
  • To perform any other duties appropriate to the level and grade of this post as may be reasonably required by the CEO and Executive Team.
  • To promote, implement and ensure compliance with all statutory obligations and College policies and procedures in particular the College’s Equality Scheme and Equal Opportunities Policy and actively promote equality and good relations in all aspects of college business.
Tags:

Closing Date

Friday / 26 April 2019
12:00pm

Contact Details

If you have queries call HR on 02890265370 or email [email protected]

HR Department Castlereagh Campus
Belfast
BT6 9JD
United Kingdom

More Information

For more information on this post and to access an application form please visit Belfast Metropolitan College's website using our online recruitment portal

www.belfastmet.ac.uk 

https://belfastmet.getgotjobs.co.uk/