Band 5 Office Manager
Rate: £14.53 p/h
Hours: 37.5 hpw
Key Duties:
-Lead in the provision of a high quality administrative and business function to ensure the effective and efficient running of the offices of the Chairman and Chief Executive. To take the lead in the improvement of administrative and support services within the Chief Executive and Chair office.
-Manage all correspondence coming into the Chair and Chief Executive’s offices. Action correspondence on own initiative – delegating to other officers, seek comments and draft responses for the Chair and Chief Executive sign off.
-Action all queries raised by external and internal stakeholders, for example other HSC organisations, MPs and MLAs, with the Chair and Chief Executive in a way which ensures such issues are prioritised appropriately, a full response is developed and is issued in a timely manner.
-Maintain and develop an effective filing function, both manual and electronic, within Chair and Chief Executive’s offices and ensure an effective bring forward system is in place to facilitate the follow-up of outstanding matters within related timescales.
-Assist in the timely planning and organisation of corporate events, including the preparation of programmes and papers, eg VIP visits' conferences, official openings, NIAS Long Service/Awards Ceremony etc, as required, and act as the point of contact, liaising with Trust Communications as necessary, for external organisations such as the Northern Ireland Office, Minister’s office and other Departmental offices.
-Co-ordinate and draft responses, where appropriate, on behalf of the Chair and Chief Executive’s offices to requests relating to the Freedom of Information Act for consideration prior to issue.
-Act as the point of co-ordination for all travel approvals and ensure completion of the relevant returns in line with Departmental requirements.
-Process on behalf of the Chief Executive requisitions on the e-procurement system which require the Chief Executive’s approval. This includes ensuring that appropriate approvals and funding are in place.
-To be responsible for the monitoring and ordering of equipment and supplies as appropriate. Monitor and maintain stock control and supplies for the Chair and Chief Executive’s office as well as ensuring upkeep of the general office, Boardroom and kitchen.
-Assist in the filing of master files for Board, Committee and Senior Management Team meetings; the receipt and distribution of Departmental circulars and their management.
-Assist in ensuring that appropriate processes are in place to take forward the completion of NED annual appraisals by the Chair and the consideration of Directors’ objectives by the Chief Executive.
-Manage the administrative staff who work in the Chief Executive’s office.
-Arrange meetings, events, and conferences as directed. Manage correspondence and liaise with a range of individuals and organisations as point of contact. Communicate complex, sensitive information to a range of people internally and externally.
-To be proactive in developing local protocols and procedures.
-Assist in ensuring high quality communication between the Chair and Chief Executive and the Trust’s Non-Executive Directors.
- Assist in ensuring adequate arrangements are in place for the provision of annual leave cover
-Any other duties required within the position
Essential Criteria:
-A University Degree AND *1 years’ experience (at Band 4 or equivalent) of supervising staff.
OR
-Administrative experience extending over at least 5 years to include *2 years’ experience (at Band 4 or equivalent) of supervision of staff
AND
-possess an advanced knowledge of Microsoft Office Professional Suite or equivalent e.g. Word processing, creating spreadsheets, email management, creating databases, PowerPoint presentations.
-Hold a current full driving license which is valid for use in the UK and have access to a car on appointment.
Platinum Recruitment NI Ltd is an equal opportunities employer and a Corporate Member of the Recruitment and Employment Confederation (REC) and abide by the REC Code of Professional Practice. Platinum Recruitment NI Ltd adheres to all current employment legislation.
Please note only those candidates may be contacted shortlisted