We are recruiting a Business Management Administrator to join our client in Belfast.
Location: Belfast
Hours: Monday – Friday, 37.5 hours per week
Start Date: Immediate starts available, Temporary roles
Rate of Pay: £12.75 per hour
About the Role
We are currently seeking a Business Management Administrator to join our client in their Business Management Team. This is a varied and responsible administrative role, providing essential business support services that underpin the delivery of Postgraduate Medical and Dental Education and Training across Northern Ireland.
The successful candidate will support Business Management Officers in managing and coordinating business systems and processes, while also providing reception cover and acting as a key point of contact for both internal staff and external stakeholders.
Key Responsibilities Business Management Support
Assist with the administration, processing and reporting of Medical and Dental Trainee Study Leave and Travel Expense claims
Liaise with Trainees, Educational Supervisors and Training Support staff to ensure claims are processed efficiently and in line with NIMDTA policies
Manage shared Business Management inboxes and respond to email enquiries
Check the accuracy of applications and travel information
Update and maintain the Study Leave database and course register
Monitor Study Leave expenditure and assist with the preparation of reports
Support contracts, procurement activities and ensure compliance with procurement guidance
Assist staff with HSC financial systems (including FPM and e‑procurement) and liaise with BSO Shared Service Centres
Support procurement activities including venue hire, supplier quotations, and the booking of flights and accommodation
Assist with the administration of Lay Representatives, maintaining registers and booking diaries
Contribute to performance reporting and monitoring of Key Performance Indicators
Deputise for Business Management Officers as required
Reception Duties
Act as the first point of contact for visitors, providing a professional and courteous service
Monitor visitor access and maintain security awareness
Organise meeting room bookings and coordinate arrangements for meetings, courses and events
Answer and direct incoming calls and relay messages
Receive and process incoming and outgoing mail and deliveries
General Duties
Support premises management alongside the Governance, IT and Premises Manager
Ensure compliance with records management, data protection, equality, health & safety, and agency policies
Maintain high standards of organisation, confidentiality and professionalism
Assist with stock control and ordering of supplies
Planning & Organising
Prioritise workload to meet daily and weekly deadlines
Support forward planning for meetings, events and departmental requirements
Essential Criteria
Experience / Qualifications
Five GCSEs (including GCSE Maths and English Language at Grades A–C*) OR equivalent qualification demonstrating literacy and numeracy OR a higher qualification
OR
18 months’ relevant administrative experience in an office environment
(Relevant experience includes tasks such as filing, word processing and general administration)
At least one year’s experience using Microsoft Office (Word, Excel, Outlook or similar)
Skills & Abilities
Ability to work independently and as part of a team to meet performance targets
Strong ability to prioritise workload and meet deadlines
Effective communication skills, both written and verbal
Confidence using electronic systems and email communication
High level of attention to detail and accuracy