Service Administrator

Positive Futures; Belfast City District; On-site; GBP 26,000 - 27,000; Part time

Job summary

Positive Futures is seeking a Service Administrator for the Shared Lives program based at The McSweeney Centre in Belfast. You will keep records, minutes and reports, handle petty cash and hours returns, and produce documents reflecting the organisation.

You’ll assist recruitment and training and help ensure compliance with RQIA and Supporting People standards. You’ll work 20 hours per week, with a pro rata salary based on 37.5 hours FTE.

Qualifications

• Have a minimum of 3 GCSE passes at Grade C or above (incl Maths and English)
• OCR/RSA Word processing Stage 2 (or typing 50–55 wpm)
• 2 years office experience, incl 12 months administering a busy office
• Proficient in Microsoft Office (Word, Excel, PowerPoint)

Responsibilities

• Maintain records, minutes and reports
• Manage petty cash and monthly return of hours
• Support recruitment, induction and training for new staff
• Ensure service meets RQIA and Supporting People standards
• Coordinate IT systems like Teams, Excel and SharePoint to keep tasks on track

Skills

GCSEs

Typing speed 50–55 wpm

Office experience

MS Office proficiency

Education

GCSEs (3 pass including Maths & English)

OCR/RSA Word processing Stage 2

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Job description

Job Description

Job Description

Location: The McSweeney Centre, 31 Henry Place

People open their homes. This role makes sure everything behind that runs properly.

Positive Futures supports people with a learning disability, acquired brain injury or autism across Northern Ireland and Ireland, working together to achieve dreams and transform lives. Our Shared Lives service is a particularly personal way of doing that, matching people with carers who welcome them into family life. As Service Administrator, you'll be the person who keeps that service organised and running smoothly for the Service Manager, the carers, and everyone connected to it.

Your days will move between the practical and the personal. You'll keep records, minutes and reports in order, manage the service petty cash and monthly return of hours, and produce documents that reflect well on the organisation. You'll support recruitment, induction and training for new staff, and help make sure the service meets the standards RQIA and Supporting People expect. You'll also get to know the carers themselves, encouraging their involvement in how the service is run and helping organise the events that bring the wider Shared Lives community together.

• Real variety: one day might be minute taking and petty cash, the next could be recruitment paperwork or planning a carer event, so the role rarely feels repetitive.
• Carer connection: you'll build genuine relationships with carers, promoting their involvement in the service and organising events that bring the community together throughout the year.
• Structured support: you'll get a proper induction, relevant training and regular 1:1 meetings with your manager, plus support to pursue accredited training as your role develops.

20 Hours per week

Our salary scales are advertised as full time equivalent, the salary for this role will be subject to pro rata based on 37.5 hours FTE.

About The Role

Get the paperwork, the payments and the events right, and carers can focus on the person in their home.

The Service Administrator role sits at the heart of how the Shared Lives service runs day to day. You'll support the Service Manager to deliver a high-quality service, making sure administrative processes keep pace with the requirements of RQIA and Supporting People, and that Positive Futures' own policies and procedures are followed properly on the ground. That includes maintaining clear communication systems such as record keeping, report writing and minute taking, along with documents produced to the organisation's in-house standard.

You'll also support the team around you, providing administrative help through the recruitment, induction and training of new staff, and contributing to team meetings, service objectives and action plans as they develop. On the practical side, you'll complete the monthly return of hours and manage the service petty cash, and you'll use IT systems including Microsoft Teams, Excel and SharePoint to keep everything on track.

About The Company

Founded in 1995, Positive Futures has spent 30 years supporting people with learning disabilities, acquired brain injury and autism to live full, meaningful lives as valued members of their communities across Northern Ireland.

At Positive Futures, we foster a culture of respect, innovation and empowerment. We believe in putting people first—both those we support and our staff. We create environments where colleagues feel valued, where ideas for improvement are welcomed, and where continuous learning is encouraged. We support staff to grow professionally and personally, and we emphasise collaboration, listening and trust. Working with us means being part of a team that genuinely cares, is proactive in shaping futures and embraces the possibility in every situation.

With services and teams located across Northern Ireland, we continue to work alongside individuals, families and communities to create opportunities, break down barriers and transform lives.

Company Culture

Our Values

People First -Our people are at the heart of everything we do

Opportunities - We seek out opportunities that enrich lives and empower people

Sustainability - We strive for positive social, economic and environmental benefits for now and in the future

Innovation - We embrace creativity and continuous learning to reimagine and refine our unique person-centred support.

Tenacious - We don't give up - we believe in making the impossible, possible

Inclusion - Our staff and people we support are our strength, we listen and learn together

Value for Money - Delivering impactful, life changing results with efficiency and integrity

Expertise - We look beyond limitations in our pursuit of excellence

Required Criteria

• Have a minimum of 3 GCSE passes at Grade C or above (or equivalent) which must include Maths and English
• Have a minimum OCR / RSA Word processing Stage 2 (or equivalent) OR typing speed of 50 – 55 wpm
• Have 2 years ‘office experience, of which at least 12 months experience of managing the administration in a busy office
• Be proficient in Microsoft Office, including Word, Excel and PowerPoint

Desired Criteria

• Hold a UK/EU/EEA Driving Licence with access to a car

Closing Date

Friday 11th September, 2026

Contract Type

parttime

Salary

From £25,625.00 Yearly to £26,650.00 Yearly