Administrative Assistant

Ballymagroarty Community Centre; Derry/Londonderry; On-site; GBP 22,000 - 28,000; Full time

Job summary

A community organization located in Derry/Londonderry is seeking an experienced administrative professional to support its operations. The role includes managing office systems, providing customer service, and maintaining confidentiality of sensitive information. The ideal candidate has prior office experience and excellent organizational skills. Competitive compensation and a full-time contract are offered.

Qualifications

• 2 years proven experience providing administrative support in a busy office environment.
• Experience handling telephone and email enquiries and dealing with the public in a professional manner.
• Excellent written and verbal communication skills.

Responsibilities

• Provide administrative support to the BHCP team.
• Maintain appropriate administrative systems.
• Monitor and order office supplies.

Skills

Administrative support

Customer service

Microsoft Office Suite

Data protection compliance

Organizational skills

Education

5 GCSE’s (Grades A-C) including Maths and English Language

Level 3 in Business Administration or equivalent

Job description

To carry out any other duties falling reasonably within the competence and capability of the post holder as assigned by the Partnership Manager.To attend training designed to enhance skill levels, thereby assisting the development of BHCP.

Responsibilities

• To gain a working knowledge of the principles, structures and ethos of BHCP and OWFLG.
• To establish and maintain appropriate administrative systems.
• To welcome visitors to the office, ensure they are directed appropriately, and provide a friendly and professional first point of contact.
• To answer the telephone and ensure messages are passed on to the appropriate person.
• To communicate effectively in a friendly, courteous and efficient manner.
• To provide administrative support to the BHCP team by undertaking tasks such as word processing, faxing, photocopying, filing, and typing reports.
• To ensure that all documents sent from the office are of the required standard and that systems to maintain confidentiality are in place.
• To maintain a working knowledge of the office diary/year planner.
• To monitor and order office supplies, ensure office equipment is maintained, and report faults as needed.
• To open, sort and distribute incoming mail and handle outgoing post.
• To assist in the preparation, organisation and co-ordination of events.
• To take minutes as appropriate and to carry out any other follow up work as requested in a timely fashion.
• To circulate relevant information to the Board of Directors and other partner organisations as required.
• To adhere to the Health and Safety Policy and ensure the maintenance and safety of office equipment.
• To input data and maintain programmes’ databases.
• To prepare leaflets, information packs and newsletters as required.
• To liaise and network with relevant agencies and represent the Partnership, as requested.
• To support staff with basic IT or office equipment queries and liaise with IT support when necessary.
• To assist with maintaining staff records, absence logs, or supporting recruitment administration.
• To ensure compliance with data protection policies and maintain confidentiality of all sensitive information.

Skills and Qualifications

• 5 GCSE’s (Grades A-C) or equivalent, including Maths and English Language.
• 2 years proven experience providing administrative support in a busy office environment.
• Experience handling telephone and email enquiries and dealing with the public in a professional manner.
• Experience with office systems, filing, and document management.
• Experience using Microsoft Office Suite (Word, Excel, Outlook) and other office software.
• Experience of administrative functions surrounding the recruitment and selection process.
• Excellent organisation skills with the ability to manage and prioritise workload.
• Excellent written and verbal communication skills.
• Excellent interpersonal and team-building skills.
• Able to work under pressure, meet deadlines and prioritise work within a busy office environment.
• In depth knowledge of office systems and practices.
• Relevant administrative or business qualification in (Level 3 in Business Administration or equivalent)
• Experience in managing the administration of several strands of work simultaneously.
• Experience of networking and promoting an organisation.
• Working knowledge of Community Development.