Secretary

Secretary

An exciting opportunity has arisen for an experienced Secretary to join a leading organisation based in Belfast

This is a Full-Time, Temporary position initially for 6 months.

Working hours: Monday to Thursday: 9am – 5pm and Fridays: 9am – 4pm (36.5 hours per week).

With an hourly rate of £14 per hour.

A Basic Enhanced Check will be required.

Closing date: Wed 15th January 2025

Job Role:

You will be responsible for providing a comprehensive and confidential administrative service to the hospitality, accommodation, and conferencing services co-ordinator and head of HACS.

Essential Criteria:

• At least 3 year’s recent administration experience, preferably working in further or higher education in a student facing role.
• At least five GCSE passes or equivalent at Grade C or higher-level qualification, to include qualifications that demonstrate literacy/proficiency in English language and numeracy.
• Excellent IT skills, with demonstrable experience of using Microsoft Word, Excel and Outlook.
• 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 while adhering to strict deadlines.
• Ability to work on your own initiative as well as part of a team.
• Ability to maintain confidentiality at all times.

Desirable Criteria:

• Previous experience of working in a front of house/reception environment.
• Previous experience of working in a further/higher education/accommodation/hospitality environment.
• Previous experience of using a management information system, e.g. Kinetics.

Main Duties and Responsibilities:

• Provide a comprehensive and confidential administrative service to the Hospitality, Accommodation, and Conferencing Services Co-Ordinator and Head of HACS.
• Oversee all of the work carried out in the Office including that of the administrative assistant.
• Responsible for the administration of applications, the allocation of rooms and the issuing contracts.
• To assist in the registration including the issue of identity cards, keys and signing of the register.
• Prepare a financial spreadsheet calculating the fees to be processed by the Finance Office.
• To routinely engage with internal departments e.g. Finance, Marketing, HR, Head of Departments and Office.
• To liaise with the Accommodation Officer.
• Process wages cards for submission to the Finance Office.
• Prepare accounts for damages and to maintain the Damages Account Book.
• To be responsible for the sale of laundry tokens.
• To be responsible for all financial transactions received, petty cash, prepare bank lodgements and end of day reconciliations.
• Maintain the Directory on computer database and to circulate amendments.
• Respond to enquiries, conference delegates and members of the public.
• To prepare such statistical information as may be required.
• To undertake such other duties which may be assigned.