Admin Assistant - Part Time (Monday to Thursday)

Confidential; Mid and East Antrim District; On-site; GBP 21,000 - 27,000; Full time

Benefits offered by this job

Competitive pay

Permanent opportunity

Board exposure

Supportive team

Training & development

Impactful work

Job summary

MACS is a well-established charity in Northern Ireland seeking an Office Administrator to join the HR and Administration team. You will provide a broad range of administrative support across the organisation and assist the Senior Management Team to ensure efficient operations.

This varied role suits someone highly organised, proactive and detail-focused, with excellent communication skills and the ability to manage a busy workload.

Qualifications

• This role requires strong administrative and organisational skills with the ability to plan and prioritise a varied workload.
• Excellent communication and interpersonal skills for a wide range of stakeholders.
• High attention to detail and accuracy in all tasks.
• Ability to work independently and as part of a wider team.
• Proactive approach with initiative and professional conduct.
• Commitment to ongoing learning, training and development.
• Flexible and adaptable to changing priorities.

Responsibilities

• Maintain a welcoming, professional environment for young people, visitors and professionals.
• Handle correspondence, telephone enquiries and reception duties.
• Process mail and maintain accurate records.
• Provide administrative support to the Senior Management Team.
• Prepare, collate and distribute organisational information and documentation.
• General office administration including supplies, data entry, meeting support and photocopying.
• Manage meeting room bookings and organisational diaries.
• Assist with conferences, seminars and training workshops, including delegate packs.
• Support marketing campaigns and promotional activities.
• Ensure the office is safe, comfortable and fit for purpose.
• Support Health & Safety compliance and arrange facilities maintenance.
• Organise and chair regular office meetings and capture staff feedback.
• Participate in supervision, team meetings and development activities.

Skills

Administrative skills

Organisational skills

Communication

Attention to detail

Independent working

Initiative

Record keeping

Team collaboration

Professional development

Tools

None

Job description

The Company

MACS is a well-established charity organisation supporting young people and communities across Northern Ireland. The organisation is committed to providing high-quality, person-centred services and creating positive outcomes for young people, while ensuring a supportive and professional environment for staff and stakeholders.

This is an excellent opportunity to join a values-led organisation and play an important role in ensuring the smooth and effective running of its central office.

The Role

As Office Administrator, you will be part of the HR and Administration team, providing a broad range of administrative and operational support across the organisation. You will also provide support to the Senior Management Team, helping to ensure the organisation operates efficiently and effectively.

This is a varied role suited to someone who is highly organised, proactive and detail-focused, with excellent communication skills and the ability to manage a busy and varied workload.

Key Responsibilities

• Maintain a welcoming and professional environment for young people, visitors and professionals.
• Handle correspondence, telephone enquiries and reception duties.
• Process incoming and outgoing mail and maintain accurate records.
• Provide administrative support to the Senior Management Team.
• Prepare, collate and distribute organisational information and documentation.
• Complete general office administration, including ordering supplies, data entry, meeting support, photocopying and arranging refreshments.
• Manage meeting room bookings and organisational diaries.
• Assist with the organisation of conferences, seminars and training workshops, including preparing delegate packs.
• Support marketing campaigns and promotional activities.
• Ensure the office is safe, comfortable and fit for purpose.
• Support Health & Safety compliance, complete regular office checks and arrange facilities maintenance when required.
• Organise and chair regular office meetings, ensuring staff feedback and suggestions are captured and followed up
• Participate in supervision, team meetings and personal and professional development activities.

The Person

Essential Criteria

• Strong administrative and organisational skills, with the ability to plan and prioritise a varied workload.
• Excellent communication and interpersonal skills.
• High level of attention to detail and accuracy.
• Ability to work independently and as part of a wider team.
• Professional and proactive approach to work, with the ability to take initiative.
• Ability to communicate effectively with a wide range of people, including young people, staff and external stakeholders.
• Ability to maintain accurate and comprehensive records.
• Commitment to ongoing learning, training and professional development.
• Flexible and adaptable approach to work.

Desirable Criteria

• Experience providing administrative support to senior managers or leadership teams.
• Experience supporting Board, committee or governance meetings, including minute taking.
• Experience working within a charity, voluntary, community or public sector organisation.
• Understanding of GDPR, Health & Safety and governance requirements.
• Experience working in an environment supporting young people or individuals facing challenging circumstances.

Package & Benefits

• Competitive salary.
• Potential permanent opportunity within a well-established organisation.
• Varied role with responsibility across administration, office management and governance support.
• Opportunity to work closely with senior management and the Board of Directors.
• Supportive and collaborative working environment.
• Ongoing training and professional development opportunities.
• Opportunity to contribute to an organisation making a positive difference to young people's lives.
• A role where your organisational skills, initiative and attention to detail will be genuinely valued.

Disclaimer

If you have a disability which means you require assistance at any stage of the recruitment process, please contact us directly to discuss. Honeycomb is committed to providing equality of opportunity to all.