Apple Recruitment are recruiting for Office Supervisor (Legal Services) on
behalf of our client, Northern Ireland Housing Executive (NIHE) to work on a
temporary basis in the Belfast area.
Main duties and responsibilities:
Key
Responsibilities
•
Providing general secretarial support to the solicitors as and when
required and work collaboratively with other staff in the administrative team,
providing support and cover as required, to ensure a flexible and responsive
secretarial and clerical service for the Legal Services team.
•
Ensuring that relevant records within the Legal Services department are
up to date.
•
To assist with the financial management and regulatory requirements of
the office, including the attainment and maintenance of ISO 9001.
•
Organising people, information and other resources to ensure that all
administration processes within the Legal Services department work effectively.
Legal Services
administration team duties
•
Using a range of office software, including email, spreadsheets and
databases to ensure the efficient running of the office.
•
Assisting with business planning within Legal Services
•
Managing online and paper filing systems
•
Developing and implementing new administrative systems, such as record
management
•
Ensuring that office equipment is maintained.
•
Recording and monitoring office expenditure to assist in the setting of
Legal Services’ annual budget (including preparing, collating and analysing
relevant data) and reporting on same to Head of Legal Services
•
Organising the office layout and maintaining supplies of stationery and
equipment
•
Supervising the condition of the office and arranging for necessary
repairs, including ensuring telephones, printers, computers, faxes, copiers and
other office machinery are well maintained and appropriate for the needs of the
office
•
Maintaining the office library (manual and electronic) and ensuring all
solicitors have access to relevant publications in a cost effective manner
•
Organising staff meetings and recording the minutes in relation to same
•
Ensuring adequate staff levels to cover for absences
•
Allocating work to staff, monitoring their workload and output and
reporting on same to Head of Legal Services
•
Monitoring and providing feedback on administrative staff performance to
Line Manager
If you wish to apply or would like more
information, please email your CV in Microsoft word format to Daniel Finlay by clicking on the
link below by Friday 29th November 2024.
You must also include a bullet pointed synopsis at
the top of your CV demonstrating how exactly you meet the Essential Criteria below:
1. Possess a BTEC HNC (Level 4) or equivalent level
qualification.
2. Possess 2 years relevant general administrative
experience.
3. Can demonstrate experience in each of the
following areas:
a. The creation and maintenance of electronic
databases using Microsoft packages including Word and Excel
b. Effective use and updating of electronic
information management systems (such as Meridio, Housing Management System
(HMS) etc)
c. Collating and analysing information and
preparing reports
d. Dealing with requests for information or
enquiries from both internal and/or external parties
4. Can demonstrate:
• Excellent
planning and organisational skills.
• Ability
to work accurately under pressure of multiple deadlines.
• Strong
customer orientation and interpersonal skills.
• Excellent
attention to detail.
• A
willingness to learn new skills
Desirable Criteria:
1.) Can demonstrate experience of;
•
Organising meetings
•
Recording notes or minutes of meetings
Further Details:
•
Hourly Rate: £12.38
•
Hours: 37 hours pw, Mon-Fri, 9am-5pm
•
Duration: 3 months (with possibility of extension)
If you wish to apply or would like more
information, please email your CV in Microsoft word format to Daniel Finlay by clicking on the
link below by Friday 29th November 2024.
Applicants must ensure their CV is accurate and up
to date. The CV should include your full employment history inclusive of dates,
all academic achievements and full personal contact details.
Please note only applicants that match this
criteria can be considered for the role.
Apple Recruitment Services is acting as an Employment
Agency in relation to this vacancy.
Apple Recruitment Services is an Equal
Opportunities Employer.