About the Role
The Administrative Officer will provide exceptional administrative support to a dynamic team in Belfast City Centre. This is a fantastic opportunity for an experienced administrator to join our organization and contribute to our mission.
Key Responsibilities
* Provide timely and high-quality administrative support to the Legal Team, including secretarial assistance to the Head of Legal.
* Assist with meeting the requirements of all necessary internal policies and guidelines.
* Ensure that a first-class and best-practice support service is provided to the Legal team and other internal and external customers.
* Present a proactive professional image and engage effectively with visitors, stakeholders, and enquirers in person and by phone.
* Act as the first point of contact for incoming telephone enquiries.
* Manage the Head of Legal's mailbox, including filing and clearing emails, scanning and printing for meetings, correspondence, and ensuring a 10-day turnaround for reply.
* Maintain filing systems (paper/electronic) and support staff in ensuring that they are able to file material efficiently and promptly.
* Contribute to the design of new organisation filing systems.
* Liaise with Corporate Services Branch in the administration of information management.
* Maintain the Branch's library function, ensuring that papers and relevant publications are circulated and filed accordingly.
* Prepare and coordinate meetings and staff briefings, including collation and circulation of agenda items, compiling and circulating minutes, preparing and issuing correspondence where appropriate, and ensuring the required equipment is available.
* Work closely and support the work of other administrative officers to ensure the delivery of office requirements as required.
* Ensure a regular update of directorate content to the organisation's website and intranet.
* Organise and prepare for meetings, including provision of refreshments, greeting visitors, and registration as needed.
* Participate in the development of a values-driven, curious, straightforward business-like ethos.
* Help to instill accountability within the directorate and adherence to best-practice personnel and agreed Office procedures.
* Assist the Legal team in ensuring that the directorate plans are met on time and ensure work objectives are delivered within the agreed budget.
* Completion and approval of director travel claims and checking for compliance with organisation policies and procedures.
* Maintain the directorate hospitality register.
* Make travel bookings.
* Contribute to the evaluation and cost appraisals for new equipment, etc., and bidding for funds through the budget process and/or in conjunction with the Corporate Services Branch.
* Assist directorate staff in adhering to all necessary audit and accountability requirements of organisation Office policies.
* Be aware of, and adhere to, health and safety as part of the administrative support function.
* Contribute to the implementation of a Health and Safety policy for the Corporate Affairs directorate.
* Input to the directorate risk register to the extent that the role and duties are relevant.
* Assist the director in ensuring that risks are identified and mitigated within the directorate.
* Respond to external queries as appropriate.
* Ensure that a first-class, pro-active admin support service is provided to the directorate.
* Build good relationships with directorate staff, the wider staff group, and in particular the legal team.
* Build relationships with key external stakeholders.
About You
To be successful in this role, you will need:
* A minimum of 2 years working experience in the provision of high-quality administrative support services.
* Proven experience of working effectively within an admin role: within tight deadlines; supporting senior management; and communicating effectively within a team, in a busy office environment.
* Proven experience and proficient use of office IT applications to include Outlook, MS Word, Excel.
* Ability to positively demonstrate by examples, an understanding of and commitment to further workplace values that align to those of the organisation.
Benefits
* Permanent, full-time position.
* Flexible working arrangements will be considered.
* 37 hours per week.
* Northern Ireland Civil Service (NICS) pension arrangements.
* 25 days per annum (rising to 30 days after two years), and additional 12 public and privilege days.
Contact Us
If this opportunity interests you, please submit your CV confidentially, and we will be in touch shortly to discuss the opportunity in further detail.
Skillset: Administrative Officer Administration Legal Secretary