Senior Admin Officer

Our client, a large Public Sector Organisation requires a Senior Admin Officer based in Ballymena

Role: Clerical Officer

Location: Ballymena

Hours of work: 37 hrs per week, 9 to 5 Monday to Friday

Hourly Rate: £13.91

LOCATION OF POST:

Ballymena

MAIN PURPOSE

The role will provide administrative support the Area Management team in respect of a range of housing administrative activities to facilitate the smooth running of offices within the Area; these activities will include the organisation of people, housing and other information, meetings and other resources. The post holder will report to a designated manager ensuring that relevant records are up to date and that designated administrative processes work effectively. The role will be shaped to local office needs.

Our Vision

"Everyone is able to live in an affordable and decent home, appropriate to their needs, in a safe and attractive place."

Our Values

Key Responsibilities

This will include the delivery of a range of services including, but not limited to:

• Using a range of IT systems and software to seek, organise, evaluate and communicate information effectively, including Housing-specific systems, and ensure the efficient running of the office

• Assisting with business planning within the Area such as administrative duties involved in the compilation of the Business Plan as well as the organisation of the Annual Business Away Day as a prequel to the Business Plan

• Maintaining and managing an efficient document storage system for local and off-site storage including day to day management of document retention requirements under the supervision of the designated line manager.

• Maintaining facilities in the Area such as supplies of stationery/ equipment and general office needs liaising with Facilities Department accordingly

• Monitoring correspondence between offices, ensuring responses are actioned in a timely manner. This includes responding to customer queries, managing the complaints process and maintaining external e-mail accounts.

• Updating and maintaining Purchasing systems in relation to office supplies and support managers in terms of highlighting any relevant costs that may require further approval.

• Ensuring the smooth day to day running of the administrative team including the extraction, quality/sense-checking and distribution of housing reports under the supervision of the designated line manager.

• Providing general secretarial and clerical support service to the management team and other staff, as and when required. This may include admistrative duties of Time Management System (TMS), administrative support to the Level 5s within offices, maintenance team, as well as providing counter services cover for Counter Assistants when required.
• Responsibility for making any practical arrangements to support staff and office management as delegated by managers.

• Organising and providing administrative support for a range of internal and external meetings, such as management team meetings, staff meetings and make an accurate and timely record of the minutes and actions in relation to same

• Assisting in the cash handling process including arranging lodgement and administration of Petty Cash process.

• Assisting the management team in the preparation of Housing submissons for CSE accreditation or similar.

• Assisting the management team in the preparation of reports and presentations for the Data Protection Officer and adhere to GDPR requirements.

• Ensuring compliance and implementation of organisational health and safety policy.

• Developing and implementing any new administrative systems as required.

• Any other duties as may reasonably be assigned from time to time.

In addition to the key responsibilities detailed above, the post holder may also be expected to carry out other specific duties relevant to the area in which they successfully obtain a post. Examples of such duties may include but are not limited to:

• Recording expenditure and manage payment process to assist the senior manager in the setting and management of the Area's various budgets.

• Maintaining public liability insurance claims (PLIC) system, including creation and maintenance of files on Housing IT systems (e.g. Housing Management System), liaising with management team, maintenance staff, contractors, solicitors and updating of files, as required.

• Managing and maintaining all correspondence in relation to the Area on the RecordsNI system under the supervision of the designated line manager.

• Supporting Area Maintenance Manager/s and the Area maintenance team with maintenance related administrative tasks as required.

• Promoting of registrations and supporting completion of required actions relating to the Customer Portal.

• Maintaining Fraud and House Sales registers for Area offices as required.

General Duties

• To ensure continued and effective working relationships with key internal and external stakeholders.

• To undertake the duties of the role in such a way as to enhance and protect the reputation and public profile of NIHE.

• To adhere to the Core Values and Code of Conduct for Housing Executive employees and comply with all NIHE frameworks, policies and procedures, including but not limited to those relating to legal requirements such as equality, health and safety and information governance.

• To direct and signpost managers and officers to the appropriate source for issues outside the remit of this post.

• To participate and/or facilitate Working Groups, Committees and other internal forums as required.

• To undertake any duties deemed appropriate to the achievement of the purpose and function of the post in order to ensure team resilience and meet organisational need.
  
• To promote, uphold and implement all NIHE policies, plans and procedures, ensuring policy requirements and timescales are adhered to.

• To manage their own performance and be flexible and responsive to change.

Note: This summary of responsibilities and personal duties is not intended to be exhaustive. This role will develop and change in line with programs and projects.

Experience & Qualification

Applicants must provide evidence by the closing date for application that they meet the following essential criteria:

Knowledge, Skills and Experience

Either:

1. i) Hold a BTEC National or equivalent Professional or Technical qualification (Level 3) or above

Plus one years' relevant general administrative experience.

OR

1. Have five GCSEs (Level 2) grade A to C including English and Mathematics, or equivalent qualification or above

Plus two years relevant general administrative experience.

OR

1. Can demonstrate equivalent continuing professional development, learning through experience

Plus at least 3 years relevant** general administrative experience.

2a. Strong organisational skills and ability to accurately and timely record minutes and actions

2b. Work effectively under pressure to meet tight deadlines within a team environment and independently

2c. Ability to communicate effectively with customers

Other Requirements

3. Possess a current driving licence or have access to a form of transport that enables them to meet the requirements of the post in full including with reasonable travel timeframes.

To be shortlisted for this role all applicants MUST meet the essential criteria.

Successful candidates may need to apply for an Access NI Certificate with Staffline regardless if you already have a valid certificate.

If you are interested, please upload your CV to the link provided, and Rory McGregor will be in contact to confirm if you have been shortlisted.