Administrative Officer

Staffline Recruitment have an immediate vacancy for a business support administrator based in Derry City Centre. This will be a full time / temporary position 37.5 hours per week.

Key Purpose:

To provide comprehensive administrative support for the delivery of the Business Support and Engagement Programmes, including the administration of business grant aid within the Business and Culture Directorate.

Duties and Responsibilities:

Administrative Support:

Maintain administrative processes, including managing databases, information systems, and conducting research/retrieval. Prepare reports on all aspects related to business support activities.

Grant Administration Support:
Assist in the development of procedures for the administration of business grants in line with funder guidelines. Support staff in the delivery of business grant programmes such as Business Start & Growth.

Financial Administration:

Support the financial management of business grant funding programmes, including preparation of claims, budget variance reporting, and related actions required in respect of funders.

Invoice Validation:

Validate invoices in compliance with procurement procedures, ensuring authorisation, verification, budget coding, and processing for payment.

Funder Liaison:

Communicate with funders regarding claim vouching, verification visits, and audits, ensuring all necessary documentation is in place.

Enquiry Management:

Act as the first point of contact for enquiries related to Business Start & Growth programmes. Respond to inquiries and distribute information regarding related events and activities.

Event Coordination:

Assist with the coordination and organisation of events, including workshops, meetings, training programmes, and related promotional activities and materials.

Compliance with Policies and Procedures:

Ensure compliance with all policies and procedures. Uphold the highest standards of personal behaviour in line with the core values of the organisation.

Health and Safety Compliance:

Adhere to Health and Safety regulations and ensure all activities comply with policies and procedures.

Equality and Diversity:

Promote and comply with the policies on equality and diversity, ensuring an inclusive environment.

Additional Duties:

Undertake any other duties as may be required to support the successful delivery of the programmes and meet the organisational objectives.

Flexibility:

The responsibilities and functional areas of the post may evolve due to organisational changes or changes in funding. The post holder must be flexible and adaptable to meet the changing needs of the organisation, and may be required to take on additional duties as necessary.

Person Specification:Experience:

• Previous experience in an administrative or support role, preferably in a business, grant administration, or public sector environment.
• Strong organisational and time-management skills. Proficient in using IT systems, including database management and report generation. Excellent written and verbal communication skills.
• Knowledge of business support programmes, grant administration processes, and procurement procedures is desirable.
• A proactive, self-motivated individual with a commitment to delivering high-quality service. Ability to work flexibly and effectively as part of a team. Strong attention to detail and a customer-focused approach.

Qualifications:

• Relevant qualifications in business administration or a related field are desirable.