Senior Administrative Assistant

Vanrath are recruiting for Senior Administration Assistant on behalf of a large public sector body in Lisburn on a temporary basis.

What's in it for you

• 37hours Monday to Friday
• Temporary
• £16.90ph

About your next employer

The post holder is responsible for the provision of a confidential, comprehensive secretarial and administration service for the Head of Communities responsible for Arts, Culture, Community Services, Community Planning, PEACE and Policing & Community Safety Partnership (PCSP). This role requires regular communication and interaction with Elected Members, Senior Officers and a wide range of external stakeholders.

What you'll do

• Provide confidential and comprehensive secretarial support for the Head of Communities. Compile and collate reports and minutes to meet strict deadlines e.g. in relation to the Head of Communities Monthly reports to the Communities & Wellbeing Committee, working groups and Council meetings as required.
• Manage the Head of Communities diary and email, including scheduling of meetings both internal and external.
• Deal with correspondence and the coordination of general admin from all sections within the Communities Unit on behalf of the Head of Communities.
• Develop and maintain an appropriate filing system, including updating and reorganising as necessary and manage an effective and efficient well-programmed office for the Communities Unit to support the Head of Communities in all their work.
• Compile, monitor, maintain and report on personnel records and inventory of absence including holidays, TOIL, sickness absence and other relevant absences for all staff within the Communities Unit.
• Manage all incoming correspondence including telephone calls and enquiries to the Head of Communities and redirect as necessary by prioritising their importance, urgency and relevance.
• Liaise with the Chief Executive's Offices, Directors, other Officers and outside agencies as necessary, inducing taking bookings, organising meetings and hospitality, events etc.
• Assist in dealing with complaints and enquiries referred to the Head of Communities, using own initiative when attending to such matters or referring to other appropriate Officers when necessary, and follow up on any outstanding matters.
• Process bookings for meetings/visits and oversee catering arrangements for events and other receptions.
• Establish and utilise databases and spreadsheets for specific areas of work within the Communities Unit and prepare other statistics as required.
• Maintain administrative systems for the Communities Unit such as;
• Responsible for petty cash;
• Reconciling and coding Credit Card Statement;
• Collation of budget reports and performance management information
• Perform other related duties as may be requested by the Head of Communities and cover in event of emergency, staff absences through sickness etc.
• Ensure compliance with all Council policies and procedures and operate within the highest standards of personal behaviour, which reflects the core values and behaviours of the organisation.

About you

It is essential that applicants have a minimum of:

• 5 GCSE passes at grade A-C, NVQ level 2 or equivalent.
• A minimum of 2 years employment experience in the following:

• Admin/Secretarial experience to a Senior Manager.
• Minute taking.
• Operating appropriate office administration systems - manual and electronic.

Where applicants do not hold the essential qualifications, they must demonstrate a minimum of 4 years of experience as outlined above.