Administrative Officer

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Administrative Officer required for a large public sector organisation based in the Northern Ireland Civil Service.

Location: Belfast

Main Duties

The role of the Administrative Officer is to provide effective and efficient administrative support to the department, carrying out a range of tasks including the use of computer systems, maintaining good communication with colleagues, and reporting issues to the line manager as required.

Key Responsibilities

1. Undertake general administrative/clerical duties and support colleagues, including handling telephone calls, preparing letters, emails, and spreadsheets.
2. Provide a full range of typing services, including word processing, audio typing, and copy typing.
3. Maintain routine filing systems and registers, ensuring they are updated as necessary.
4. Handle sensitive information confidentially.
5. Manage queries from internal and external sources.
6. Assist colleagues with interactions with outside agencies.
7. Manage the opening, distribution, and recording of correspondence within the department.
8. Answer telephone calls, take messages, and relay them as needed.
9. Take notes or minutes at meetings.
10. Photocopy and prepare documentation for distribution or processing.
11. Ensure office security is maintained in all interactions.
12. Manage records, including electronic and paper-based, in line with GDPR, the Law Enforcement Directive, and the Data Protection Act 2018.
13. Promote equality of opportunity in line with Section 75 duties of the Northern Ireland Act 1998, considering different religious beliefs, political opinions, racial groups, age, marital status, sexual orientation, gender, disability, dependents, and other relevant factors.
14. Perform any other duties appropriate to the grade, including duty interchange as required.
15. Possess 5 GCSEs at grade A-C/9-4 including Maths and English (or equivalent).

OR

Have a minimum of 1 year's experience working in an administrative role within a Regulatory, Criminal Justice, Human Resources, Finance, or Legal environment.

OR

If lacking the above educational qualifications, have 2 years' experience in an administrative role within a Regulatory, Criminal Justice, Human Resources, Finance, or Legal environment.

• Experience handling sensitive personal data confidentially and in line with data protection regulations.
• Excellent IT skills, including proficiency in Microsoft Word, Outlook, and Excel.