Office Administrator Tlnt1_Ni

Special Olympics; Belfast City District; On-site; GBP 17,000 - 22,000; Part time

Job summary

Special Olympics Ireland is seeking a highly organised Office Administrator for the Ulster Region. This part-time role is based on-site at 106a University Street, Belfast, with hours 10am–3pm, Monday to Friday.

You will support staff, volunteers, and visitors, manage reception, and keep office systems running smoothly. You will handle financial administration, budgeting, reconciliations, and invoice processing, while coordinating meetings and health and safety procedures.

Qualifications

• Minimum 2 years experience in a busy administrative role.
• Experience with computerised accounts systems and processing invoices.
• Proficiency in Microsoft Office and database systems.
• High attention to detail, confidentiality, and strong organisational skills.
• Excellent written and verbal communication skills.
• Flexible, adaptable, and a collaborative team player.

Responsibilities

• Maintain office systems, processes, supplies, equipment, and post.
• Provide diary management, document control, meeting notifications, and minute distribution.
• Support Health and Safety compliance and documentation.
• Process supplier invoices and support staff in using procurement systems.
• Produce routine reports and updates for the Regional Director.
• Support office management functions, including reception and general administrative duties.
• Provide flexible cover and work collaboratively as part of a wider team.

Skills

Admin skills

Attention to detail

Communication skills

Team player

Tools

Microsoft Office

Database systems

Accounting software

Job description

Office Administrator This is a part time position, Monday-Friday, 10am-3pm on site at our offices located at 106a University Street, Belfast, Ulster, BT7 1HP Special Olympics Ireland is a year-round sports organisation supporting children and adults with an intellectual disability from age four upward. More than 7,000 athletes take part in 15 sports nationwide, developing fitness, confidence, skills, and lifelong friendships. Powered by volunteers, clubs, and partners, we use sport to transform lives and build inclusive communities. We are now seeking a highly organised and motivated Office Administrator to support the smooth and professional operation of our Ulster Region.

About the Role

As the central coordination point for regional administration, you will ensure the efficient running of the office and provide high-quality support to staff, volunteers, and visitors. You will manage reception and front-of-house duties, handle correspondence, and maintain office systems, supplies, and equipment. A key element of the role is financial administration. You support budgeting and procurement, manage reconciliations, and process invoices. You will also support office Health and Safety processes, coordinate meetings, provide general clerical assistance, and work closely with both the Regional Director and the central Office Manager to ensure consistency across regional and organisational procedures.

Key Responsibilities

• Maintain office systems, processes, supplies, equipment, and post.
• Provide diary management, document control, meeting notifications, and minute distribution.
• Support Health and Safety compliance and documentation.
• Process supplier invoices and support staff in using procurement systems.
• Produce routine reports and updates for the Regional Director.
• Support office management functions, including reception and general administrative duties.
• Provide flexible cover and work collaboratively as part of a wider team.

Skills and Experience Required

• Minimum 2 years experience in a busy administrative role.
• Experience with computerised accounts systems and processing invoices.
• Strong administrative and clerical skills, including drafting correspondence.
• Proficiency in Microsoft Office and database systems.
• High attention to detail, confidentiality, and strong organisational skills.
• Excellent written and verbal communication skills.
• Flexible, adaptable, and a collaborative team player.

Vetting Requirements

• I. If resident in Northern Ireland, application for enhanced disclosure through Access NI which includes a check on the Barred lists.
• II. If resident in the Republic of Ireland, application for Garda Vetting through National Vetting Bureau.
• III. A criminal record will not necessarily be a bar to obtaining a position.
• IV. Special Olympics Ireland have a written policy on the Recruitment of Ex-Offenders and is available on request.
• V. To view Special Olympics Irelands policy on the Secure Handling, Use, Storage and Retention of Disclosure

Closing Date: Tuesday 29 September 2026 Location: University Street, Belfast. Payment: Undisclosed Category: Charity, Not for Profit