Administration Assistant

The Client

Local Public organisation based in Craigavon, serving local residents.

The Role

The duties of this post will include dealing with the public, employees and casual workers, telephone calls and visitors, liaising with other Council Departments, confidential/sensitive information, maintaining computer and other records, filing, typing, photocopying and providing general secretarial support.

Responsibilities

• Provide a full range of administration support and advice for all HR activities in relation to the recruitment and selection process to include but not limited to:
• Produce all recruitment documentation
• Input applicants on personnel system
• Prepare interview documentation
• Organise all facilities necessary for interviews e.g. room booking, room set up etc
• Deal with first level enquiries from job applicants
• Check and photocopy all documentation provided by candidates
• Ensure all pre employment checks are satisfied prior to issue of offer letter
• Process AccessNI checks
• Prepare all correspondence for unsuccessful candidates
• Ensure recruitment files are complete and PAMS is up to date at completion of recruitment exercise
• Process probationary reports
• Make all necessary administrative arrangements regarding new employees eg. preparation of handbooks, induction packs, policies & procedures, new start forms, flexi records and creation of new personal files.
• Liaise with line managers to ensure necessary induction procedures are completed and appropriate documentation is completed and filed.
• Liaise with Payroll in relation to new starts, leavers and fixed term contracts, provide all necessary documentation in a timely manner and resolve queries.
• Calculate annual leave entitlements and issue leave cards.
• Maintain, manage, amend and update computerised and manual personnel record systems in accordance with the Council's Retention and Disposal Policy and General Data Protection Regulation (GDPR) requirements.
• Maintain an up to date database of casual workers, produce reports and deal with queries.
• Advise new employees on how to operate time recording system and be the first point of contact for any queries.
• Operate the computerised purchase ordering system within the Department. Process monthly accounts and liaise with suppliers as required. Ensure that all invoices are paid in accordance with the Council's targets.
• Organise and co ordinate work experience placements and assist in the organisation of and/or represent the Council at school liaison initiatives.
• The Council therefore reserves the right to change the duties of the post by adding to or amending the range of functional responsibilities. The post holder will be required to be flexible and adaptable to meet the changing needs and requirements of the organisation.

Hours of work

37 hrs per week, Monday to Friday.

Requirements

• A minimum of 5 GCSEs at grades A C including English Language and Mathematics or equivalent.
• 1 year experience providing administrative/clerical support
• Customer Service experience
• Competent in the use of Microsoft Office applications including Word, Excel and Outlook

Applicants must be authorised

Applicants must be authorised to work in the UK and Ireland. We are unable to sponsor or take over the sponsorship of an employment visa at this time.