Secretary

Location

Belfast | United Kingdom

Job description

Secretary

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

This is a Full-Time, Temporary Position – with an immediate start.

Working hours: Mon-Fri 8.30am-3.30pm

With an hourly rate of £12.94 per hour.

Job Role:

You will be responsible for the organisation and management of the office and staff, providing administrative, clerical, and secretarial support to senior management and staff.

Essential Criteria:

• Experience of general office administrative processes and records.
• Knowledge of purchasing and supplies administration.
• A minimum of NVQ Level 3, BTEC National, 2 A’ Levels or equivalent (RQF Level 3) or higher qualification in Business, Administration or Finance AND a minimum of 2 years’ experience in paid capacity of working in an administrative role in an office environment OR a minimum of 5 years’ experience working in an administrative role in an office environment to include practical use of computers AND a minimum of Pearson LCCI Level 2 Award in Text Production or OCR/RSA Stage 2 Text Processing/Word Processing/Typewriting (parts 1 and 2) or equivalent or higher.
• IT proficient with knowledge of working with software packages.
• Excellent communication skills - with the ability to communicate with stakeholders at all levels.
• Ability to manage and prioritise a busy workload.
• Excellent organisational skills.
• Ability to work as part of a team as well as on your own initiative.

Desirable Criteria:

• A minimum of 1 years’ experience in a paid capacity of working in an administrative role in the education sector/school setting.
• Experience of using the C2K School Information Management System (SIMS).
• Experience of the administration of finances within a school office environment.

Main Duties and Responsibilities:

• Supervise appropriate staff including the management of allocation of duties.
• Identify and provide on the job training to appropriate staff.
• Provide administrative, clerical, and secretarial support for staff and senior management.
• Develop, maintain, and operate manual and/or computerised information systems.
• Complete and submit all returns/records as required.
• Contact with relevant personnel to receive and provide information.
• Purchasing and Supplies Administration.
• Operate/oversee requisitioning procedures, including the ordering, purchasing, receiving, checking, storage and distribution of resources.
• Stock control of resources.
• Arrange for the maintenance of equipment.
• Receive, receipt and account for all cash.
• Bank monies and maintain banking records.
• Communicate with relevant personnel and provide assistance in relation to financial procedures.
• Operate the telephone/switchboard, receive visitors, and provide hospitality as required.
• Provide word processing/typing, filing, duplication and photocopying word processing in support of administrative processes, including the use of E-mail, intranet, and Internet facilities, where appropriate.
• Sort, screen, and distribute all mail.
• Ensure the secure storage of valuable items and confidential documentation.
• Draft correspondence, obtain and update lists of guests, issue invitations, prepare tickets and programmes as required.
• Maintain diaries, arrange appointments, meetings and provide a secretarial service for all staff.
• Communicate on a regular basis with professional staff from outside agencies.
• Keep staff and visitors updated on matters relating to activities.

Job tags

Salary

£20k - £30k per annum