Administrator Reception

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.