Business Support Administrator
The Client: Local Public organisation based in Lisburn, serving local residents.
The Role: The post holder will be responsible for providing a modern, efficient, professional and customer-focused administrative service and contribute as an integral member of the Business Support Team:
- Provide an effective reception and switchboard service, acting as first point of contact for callers and visitors.
- Provide a modern, efficient, professional and customer-focused administration service providing administrative support for meetings (including preparation of agendas, minute taking and any follow up administrative tasks) and multi-functional projects.
- Carryout administrative tasks to support the business as usual requirements of other directorates/functions e.g. Service Delivery, Service Support, Finance and HR.
- Collate information, letters, memos, statistics, reports and other documents for use by management, committees or working groups.
- Provide advice, guidance, and support, as required, to other staff on current administrative processes.
- Manage incoming and outgoing mail.
- Draft responses to general queries received via email or forward these to the appropriate section for further action.
- Develop and maintain databases, spreadsheets and other documents, ensuring that all computerised and manual systems used by the Transformation, Performance & Governance Directorate are maintained accurately and updated on a timely basis e.g. inventory, customer charter complaints etc.
- Provide a high level of internal and external customer service including taking ownership of customer queries and complaints and following issues through to completion.
- Arrange all non-training related travel bookings for Board Members and staff.
- Establish suitable physical and electronic records management systems, maintaining these in line with the Records Management Policy and Disposal Schedule.
- Provide other general office duties, including but not limited to photocopying, ordering, requisitioning of stores, binding, laminating and filing.
Hours of work: 36.25 hours, Monday- Friday, 9.00am- 5.00pm.
- 5 GCSEs Grades A-C including English or English language (excluding English Literature) and Mathematics and 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 of meetings.
- Demonstrate a working knowledge of windows and Microsoft applications, to include word, excel and outlook
- Can demonstrate: effective planning, organisation, prioritising skills and attention to detail, the ability to work individually and as part of a team, effective communication skills (both oral & written), an ability to produce timely and accurate information and a customer service orientation
- Desirable: experience of taking and producing minutes and action plans arising from meetings; experience of working within local government or the public sector; experience of managing a busy switchboard
- Rates of pay £10.35 per hour
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