Office Administration Assistant

Location

Belfast | United Kingdom

Job description

Job description

Nexus is seeking a highly organised and detail-oriented Administration Assistant to join our team. The Administration Assistant plays a crucial role in ensuring the smooth and efficient operation of our office. The ideal candidate will possess excellent organisational and communication skills, be proficient in various office software applications and exhibit a strong commitment to supporting the administrative needs of the organisation. General Office Support: Provide general administrative support to the team including photocopying, scanning and faxing documents. Maintain and organise physical and digital filing systems. Assist in scheduling and coordinating meetings, appointments and travel arrangements. Order and maintain office supplies and equipment. Data Entry and Recordkeeping: Accurately enter data into spreadsheets, databases and other software systems. Update and maintain records, databases and contact lists. Prepare reports, documents and presentations as needed. Communication and Correspondence: Answer and direct phone calls, take messages and handle routine enquiries. Manage and sort incoming and outgoing mail and emails. Draft and proofread correspondence, memos and other documents. Support for Team Members: Assist team members with administrative tasks as required. Collaborate with colleagues to ensure the office operates efficiently. Customer Service: Greet and assist visitors in a professional and friendly manner. Address customer inquiries and direct them to the appropriate team members..

Responsibilities

• Sort, distribute and process incoming and outgoing mail ensuring that it reaches the intended recipients promptly.
• Professionally handle telephone calls, direct them to the appropriate individuals, take messages and provide general information as needed.
• Maintain data archives including physical and digital files to ensure quick retrieval of important documents and records.
• Keep records up to date by accurately entering and maintaining data in various systems and databases ensuring data integrity and security.
• Responsibilities include a wide range of tasks including processing mail, handling telephone calls, maintaining data archives, keeping records up-to-date and providing support to the Administrative Coordinator in their day-to-day duties.

Skills and Qualifications

Essential Skills

• Educated to GCSE, A-level or equivalent attaining pass marks in chosen subjects.
• Strong interpersonal and communication skills.
• Demonstrated ability to come up with ideas and bring them to life.
• Experience in reading and assessing data to make decisions.
• Ability to adapt to evolving needs and respond to feedback positively.
• Strong organisational and time management skills with the ability to manage multiple tasks and prioritise effectively.
• Ability to use Microsoft packages including Word, PowerPoint and Excel.
• Enjoy working as part of a team to deliver results.
• Excellent written and verbal communication skills.

Desirable Skills

• Desire to work in the voluntary sector and to make a difference in our communities.
• Desire to progress within the organisation and to develop your skills and experience.
• Prior experience in an HR or administrative role is a plus, but not mandatory.

Further Information

The Employer is: NEXUS NI. Salary: 16/17 £5.28, 18/20 £7.49, 21/22 £10.18, 23/24 £10.42 per hour. Although this is a part-time temporary opportunity, hours may be extended and it could lead to a permanent position. The job advert may end before the closing date if requested by the employer.

Application Information

JOBSTART IS OPEN TO 16-24 YEAR OLDS. If you are on UC contact your Work Coach via your Journal. If you are in receipt of JSA, IS or ESA phone a Work Coach on 0300 200 7807. If you are 16-24 years old, unemployed, not in education or training and not in receipt of benefits phone 028 90726788.

Job tags

Salary