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Administrative Assistant/Receptionist
An exciting opportunity has arisen for an experienced Administrative Assistant/Receptionist to join a leading organisation based in Belfast.
This is a Full-Time, Temporary Position – with an immediate start.
Working hours: Monday – Thursday: 8.50am – 5.00pm and Fridays: 8.50am – 4.25pm (36.5 hours per week)
With an hourly rate of £11.92 per hour.
A Basic Access NI Check is required.
Job Role:
You will be responsible for providing a comprehensive reception and administrative support to the Office (Programme, Placement and International Teams) and wider team as necessary.
Essential Criteria:
- Previous Administrative and Reception experience within a similar role.
- IT proficient with the use and demonstrable experience of using Microsoft Office.
- Excellent communication skills both written and verbal – with the ability to communicate with stakeholders at all levels.
- Ability to manage and prioritise a busy workload with a high level of accuracy and confidentiality.
- Ability to work on your own initiative as well as part of a team.
Main Duties and Responsibilities:
- Provide an efficient reception service and/or receive and respond to routine enquiries from/to customers/visitors (email/telephone/face-to-face), escalating requests as appropriate.
- Reproduce letters/documents/presentations typically using standard formats or templates.
- Carry out record keeping, filing, photocopying and data entry to ensure accurate records are maintained.
- Run automated or routine reports to support established Office information requirements (e.g. using QSIS.)
- Interrogate relevant databases to produce management information as required (e.g. QSIS.)
- Check information/figures against source data and report any anomalies.
- Enter data onto existing databases and/or spreadsheets.
- Provide administrative support to contribute to the smooth operation of Programme, Placement and International activities (e.g. mail shots, event/conference registrations) and assisting other teams as and when directed.
- Assist with the organisation of internal or external meetings/events/conferences through booking meeting rooms and processing catering requests and collating information or materials.
- Prioritise allocated tasks within daily routine, under the direction of the Office Manager, to ensure work is completed to time and appropriate standard.
- Follow established ordering procedures to ensure adequate supplies/resources (e.g. stationery) are available (within pre-determined limits) to meet work requirements.
- Processing forms and documentation following set procedures (e.g. invoices).
- To work flexibly, providing administrative support to other departments if required.
