Area Administrator - Ballymena - Ongoing Temporary - Mon-Frid 9am-5pm - 36.25hpw - 10.63ph
Key Responsibilities: Administrative Support
1. To provide a modern, efficient, professional and customer-focused administrative service to all functions within the relevant Area Command as well as to other internal and external customers, in accordance with the relevant NIFRS policies and procedures and relevant legislation e.g. Data Protection.
2. To prepare and collate relevant information, letters, memos, statistics, reports and other documents for management, committees or working groups as required, including for board reports, annual reports, statutory returns and information relating to budgets.
3. To design, create and maintain databases, spreadsheets and other documents, ensuring that all computerised and manual systems used by the various functions are maintained accurately and on a timely basis.
4. To provide advice, guidance, and support, where applicable, on current administrative processes to both uniformed personnel and support staff.
5. To assist in monitoring and reviewing of administrative systems and processes, identifying areas for improvement and implementing change in line with organisational policies and procedures.
6. To set up and maintain suitable physical and electronic records and filing systems, which will include handling sensitive information and disciplinary records.
7. To provide all administrative support for meetings, as required, including preparation for the meeting, taking minutes and any follow up administrative tasks.
8. To deal with incoming and outgoing correspondence of a general nature, including drafting responses and/or forwarding to the appropriate section and other general office duties, including, requisitioning of stationery, processing incoming and outgoing mail, binding, laminating and filing.
9. To provide a high level of internal and external customer service including taking ownership of customer queries and complaints and following issues through to completion. Dealing with internal and external customers of NIFRS either face to face or by telephone and email, including reception duties as required.
10. Administration of specific processes, as required, for the respective directorates/functions e.g. Transformation, Planning & Governance, Service Delivery, Service Support, Finance and HR. 3 of 5
11.Issuing and reconciling petty cash, as required, including completing necessary paperwork and forwarding to accounts in accordance with financial regulations and governance.
12.To attend meetings and participate in training relevant to the work of the Administrative function.
13.To provide information as requested to facilitate the preparation of responses to complaints, Freedom of Information requests, Data Protection requests, and Ministerial, Parliamentary or NI Assembly questions.
14.Fully contribute to the performance of the administrative functions to ensure key performance indicators for the functions are achieved.
15.To work collaboratively with all NIFRS personnel and stakeholders to ensure collaborative, consistent methods of working and continuity in business support and to provide cover when required, in other geographical locations within the relevant Area Command.
Experience and Qualifications
1. Possess at least 5 GCSEs at Grade C or above, or equivalent, to include English and Maths, and Have at least two years' experience of working in a demanding office environment, carrying out a range of business support tasks including scheduling and administrative support for meetings.
2. Demonstrate a working knowledge of Windows and Microsoft applications, to include, Word, Excel, and Outlook.
3. Can demonstrate: a) effective planning, organisation, prioritising skills and attention to detail; b) the ability to work individually and as part of a team; c) effective communication skills (both oral and written); d) an ability to produce timely and accurate information; e) a customer service orientation.
1. Experience of taking and producing minutes and action plans arising from meetings.
2. Experience of working within local government or the public sector.