Senior Clerical Assistant

Senior Clerical Officer

An opportunity has arisen for a Senior Clerical Officer to join a leading public body, based in Belfast.

This is a Full-Time, Temporary Position – with an immediate start. Initially for 6 months, with the potential to be made permanent.

Working hours: 36 hours a week, Monday -Friday (Flexible working hours)

With an hourly rate of £13.24 per hour.

Job Role:

You will be responsible for carrying out a number of clerical and administrative support functions for senior officers and work closely with colleagues to ensure the effective running of the office.

Essential Criteria:

• Experience of working within a clerical OR administration role which has included collating & inputting data to produce reports, maintaining electronic and paper filing systems and the scheduling & organising of meetings or other events.
• Will consider recent graduates.
• A minimum of 5 GCSEs at grade C or above, or equivalent, to include English and Mathematics.
• Excellent IT skills, with demonstrable experience and proficiency of using Microsoft Office packages, to include Word, Excel, Teams and Outlook.
• Excellent communication skills both written and verbal – with the ability to communicate with stakeholders at all levels.
• Ability to work on your own initiative as well as part of a team.
• Ability to manage and prioritise a busy workload.

Desirable Criteria:

• Experience of using virtual platforms e.g. Zoom, MS Teams, to set up or assist in hosting meetings and events.

Main Duties and Responsibilities:

• Provide administrative and clerical support in all aspects of the organisation’s work using the full range of ICT equipment and facilities including word processing/typing, MS Teams, databases, spreadsheets, email, intranet and internet facilities.
• Provide clerical and secretarial support to officers across the organisation, in the preparation of letters, minutes, reports, presentations and the updating of spreadsheets and databases as required.
• Provide, as and when required, a reception service – meeting and greeting visitors, responding to enquiries, taking messages and redirecting phone calls.
• Provide advice and support to other officers, customers, the public and other professionals regarding aspects of the business services, as directed by the line manager.
• Support the line manager in undertaking qualitative and quantitative research and investigations, as required, by more senior officers.
• Assist in the collation and inputting of factual data and statistical information from various sources in order to support the work of the organisation.
• Organise meetings on behalf of other officers as required and assist in the preparation of materials and in clearing the room after meetings.
• Assist in arranging conferences and courses, as required, including the preparation of materials, organising invites, collating responses, and providing support and assistance at the events as necessary.
• Prepare and process claims and invoices for payment via the Sage accounts system in accordance with established procedures. To assist and provide support as required to the senior officer responsible for the payroll function.
• To be responsible for maintaining efficient recording and filing systems.
• Order and monitor supplies of stationery and other requisitions within the office in accordance with the appropriate procedures.
• Liaise with all relevant stakeholders, as may be required, in order to carry out all duties and responsibilities