C-Case Part Time Administrator Fixed Term Contract

CBI (Confederation of British Industry); Belfast City District; Hybrid; GBP 11,000 - 14,000; Part time

Benefits offered by this job

Flexible working

Hybrid working

Family-friendly culture

Job summary

CBI in Belfast is seeking a part-time Administrator to support the C-Case project, assisting the Project Manager with administration, records, reporting and procurement tasks.

You will coordinate meetings, prepare papers, manage correspondence, and help with events and payments, while maintaining confidential records and working across a busy team.

This role offers hybrid working, a 0.5 FTE contract, and the chance to contribute to cross-border collaboration funded by PEACEPLUS.

Qualifications

• Experience providing accurate and responsive administrative support in a busy team or project environment.
• Strong organisational skills with the ability to plan work, manage competing priorities and meet deadlines with limited supervision.
• Excellent attention to detail and experience maintaining complete, well-structured records and handling information confidentially.
• Good working knowledge of Microsoft 365 or equivalent, including Word, Excel, Outlook, Teams and shared document systems.
• Clear written and verbal communication skills and confidence dealing professionally with colleagues, partners, suppliers and event participants.

Responsibilities

• Project administration and reporting.
• Maintain accurate project files, records, contact lists, action logs and other documentation in line with funding, audit and data protection requirements.
• Gather, check and collate information for monitoring returns, claims and other project reports, escalating gaps or discrepancies promptly.
• Arrange project meetings, prepare and circulate papers, take clear notes or minutes, and follow up agreed actions.
• Monitor shared mailboxes and respond to routine enquiries from colleagues, partners, suppliers and participants, referring more complex matters appropriately.

Skills

Administrative coordination

Microsoft 365

Tools

Microsoft 365

Job description

Founded 60 years ago and representing some of the biggest names in business, household brands and globally traded corporations that employ people in all sectors and across every region and nation of the UK, the CBI is the voice of business. The CBI represents 850 members who themselves comprise 1,100 separate registered companies and 150,000 trade association members. Find out more about some of the businesses in membership here.

The CBI is committed to ensuring a safe, supportive and inclusive people centric culture where our people can excel to achieve their full potential and be their best authentic selves in an environment where ethical values and respectful behaviours are at the very heart of who we are in our everyday interactions.

C-CASE – Cross-Border Collaboration to Activate the Skills Ecosystem

C-CASE is a PEACEPLUS funded cross-border initiative led by Belfast Metropolitan College in partnership with Ulster University, the Confederation of British Industry (CBI), Staffline and SOLAS. The project aims to strengthen collaboration between skills providers, employers, policymakers and other stakeholders across Northern Ireland and the Republic of Ireland.

Through research, stakeholder engagement, thematic seminars, conferences and collaborative pilot initiatives, C-CASE will identify shared skills challenges, explore opportunities for cross-border co-operation and develop a Cross-Border Skills Ecosystem Collaborative Strategy and Action Plan to support more connected, inclusive and responsive skills provision.

Role Summary

The Administrator will support the Project Manager with the effective administration of the C-Case project in line with funding requirements. The postholder will coordinate project records and reporting information, support procurement and event administration. This is a part-time role at 0.5 full-time equivalent and is fixed term to 30 June 2029.

Starting salary is £25,500 FTE (£12,750 pro rata). This is a Band 6 role at 0.5 full-time equivalent, fixed term to 30 June 2029.

C-Case is supported through PEACEPLUS, a programme managed by the Special EU Programmes Body

Key Responsibilities

Project administration and reporting

• Provide day-to-day administrative support to the Project Manager and the wider C-Case project team.
• Maintain accurate project files, records, contact lists, action logs and other documentation in line with funding, audit and data protection requirements.
• Gather, check and collate information for monitoring returns, claims and other project reports, escalating gaps or discrepancies promptly.
• Arrange project meetings, prepare and circulate papers, take clear notes or minutes, and follow up agreed actions.
• Monitor shared mailboxes and respond to routine enquiries from colleagues, partners, suppliers and participants, referring more complex matters appropriately.

Event coordination

• Support the organisation and delivery of workshops, meetings and events for staff and other agreed audiences.
• Coordinate dates, venues or online arrangements, invitations, registrations, joining instructions, attendance records and participant communications.
• Prepare materials, agendas, delegate lists and practical arrangements, providing support during sessions where required.
• Collate participant feedback and attendance evidence and maintain accurate records to support evaluation and funder reporting.

Procurement finance and team support

• Support procurement activity by obtaining information and quotations, maintaining records and coordinating documentation in accordance with CBI and funder requirements.
• Raise and track purchase orders and invoices, maintain simple expenditure records and liaise with finance colleagues and suppliers to resolve routine queries.
• Coordinate diaries, travel and other practical arrangements connected with project delivery.
• Work collaboratively with colleagues and project partners, providing flexible administrative support across the project as priorities develop.
• Undertake other duties appropriate to the level and purpose of the role.

Knowledge & Experience

What an individual must know or understand to be able to fulfil the role’s requirements

• Experience of providing accurate and responsive administrative support in a busy team or project environment.
• Strong organisational skills, with the ability to plan work, manage competing priorities and meet deadlines with limited supervision.
• Excellent attention to detail and experience of maintaining complete, well-structured records and handling information confidentially.
• Good working knowledge of Microsoft 365 or equivalent, including Word, Excel, Outlook, Teams and shared document systems.
• Clear written and verbal communication skills and confidence dealing professionally with colleagues, partners, suppliers and event participants.
• Experience of organising meetings, training sessions or events, including coordination of logistics, communications and attendance records.
• Experience of supporting procurement, invoice processing, expenditure tracking or funded-project reporting is desirable.
• A collaborative, customer-focused and flexible approach, with the judgement to resolve routine issues and elevate concerns appropriately.

Diversity & Inclusion

At the CBI, we are committed to attracting diverse talent that represents the society we live in.

We encourage applications from all, regardless of age, sexuality, socio-economic background, disability, ethnicity, gender, religion, or beliefs. We are committed to building a culture of belonging and inclusion and this is reflected in our policies, practices, and internal employee-led networks and supported by our executive leadership team.

We are a family friendly organisation, and we encourage flexible working as we want our employees to achieve a healthy work-life balance. Currently our employees are hybrid working, but we encourage colleagues to collaborate and innovate, by working together in regional and national offices.

Our employee-led networks are: REE Network, LGBT, HAND, Women’s and Working Families and we have qualified Mental Health First Aiders who support our employees in having good mental health.