Job Description

Senior Administrative Officer

Belfast City Centre Management Company (BCCM) was established in 2000 as a not-for-profit company, limited by guarantee and is core funded by Belfast City Council and the Department for Communities. BCCM also delivers services to, and on behalf of, the private sector.

The objectives of BCCM are:

  1. To encourage economic regeneration activity in Belfast City Centre;
  2. To promote excellence in public space management;
  3. To promote accessibility to, from and within, Belfast City Centre; and
  4. To enhance perceptions of safety in Belfast City Centre.

Senior Administrative Officer Post:

The role is primarily to provide effective administrative and secretarial support to the BCCM Manager, team and company Board; also to Belfast Chamber of Trade and Commerce (BCTC) as required whilst maintaining high professional standards of communication with all internal and external contacts.

Supervise and delegate duties to administrative assistants (if applicable).

Responsible to:Business Support Manager

Responsible for:Administrative Assistants (if applicable)

Key relationships: Belfast City Centre Management staff and

  • All guests to Belfast City Centre Management
  • Members of Belfast City Centre Management Board and Action Groups
  • Belfast One Company
  • Belfast Chamber of Trade & Commerce
  • Belfast City Centre businesses
  • Representatives of statutory agencies i.e. PSNI, Translink, Transport NI
  • Contractors

The primary responsibilities and objectives of the Senior Administrative Officer will include the following:

  1. Provide personal assistant services to the City Centre Manager.
  1. Provide administrative and secretarial support services to the BCCM team as required, including creating purchase orders, drafting correspondence, minute taking, compiling reports, diary management andpreparation for meetings.
  1. Ensure incoming telephone calls are answered promptly and politely, and directed to the appropriate person or, if unavailable, full details are taken and a message forwarded to the correct member of staff at the earliest opportunity.
  1. Ensure all incoming postal mail is opened, recorded and distributed daily and ensure all outgoing mail is recorded and dispatched in a timely manner.
  1. Ensure incoming email correspondence is monitored and managed by responding or directing the enquiry to the appropriate person.
  1. Ensure that all visitors to the BCCM office are met and greeted in a courteous and professional manner.
  1. Oversee the organisation of, and preparation for, meetings ofthe BCCM Board, the Executive Council of Belfast Chamber of Trade & Commerce, BCCM Action Groups and other meetings, ensuring that agendas are distributed in advance, Powerpoint presentations are prepared, refreshments and hospitality are organised, minutes are recorded accurately and dispatched in a timely manner, and any associated documentation is sourced and distributed as necessary.
  1. Supervise administrative assistants (if applicable), ensuring that tasks are allocated fairly and completed in a timely, accurate manner.
  1. Ensure thatadequate quantities of kitchen products, hospitality and stationery supplies are maintained andthat stock levels are monitored and reordered accordingly.
  1. Arrange and confirm details of meetings, accommodation, hospitality and travel for the City Centre Manager and other BCCM staff as required.
  1. Regularlymonitorthe company filing systems, ensuring that they are managed accurately.
  1. Maintain confidentiality in all company-related activities, including those under your supervision, and ensure compliance with the requirements of relevant Data Protection legislation.
  1. Ensure that all activities are conducted in accordance with the Company’s Health & Safety and Equality of Opportunity policies.
  1. Undertake any other duties conducive with the effective operation of the post, as required, which are deemed to be within the competence of the post holder.

Belfast City Centre Management Company

Person Specification

Senior Administrative Officer

Specification / Essential / Desirable
Qualifications, Experience & Training / Applicants must have a minimum of 5 GCSE’s (Grades A-C) or equivalent including Maths and English.
AND
2 years relevant administrative/secretarial experience in a busy office environment. / Third level qualification.
Specialist
Knowledge / Experience of minute taking.
Proficient in Microsoft Office Suite. / Experience as Personal Assistant.
Data analysis.
Special
Skills / Aptitudes / Excellent communication skills, both verbal and written.
Good organisational skills, with the ability to prioritise effectively.
Report writing skills. / Good analytical and presentation skills.
Experience of people management.
Disposition / Flexible and adaptable, according to the needs and demands of the company.
Positive and enthusiastic, with a commitment to promoting and improving Belfast City Centre.
Personal
Circumstances / Able to work occasionally in the evening or at weekends, according to the needs of the business.
Availability to work outside normal hours.
Accessible to location or willing to travel to work.

Salary:£17,979

Working hours:35 hours per week, Monday to Friday. BCCM operates on a flexitime scheme.

Hours may involve occasional evening or weekend work, with appropriate time given off in lieu.

Further information and an application form please contact:

The Business Support Manager,

Belfast City Centre Management,

Sinclair House,

95-101 Royal Avenue,

Belfast,

BT1 1FE.

Tel:028 90242111

E-mail:

Website:

Closing date for the receipt of completed application forms is 4.00pm on Monday 6thMarch 2017.

It is anticipated that interviews will take place on Thursday 23rdMarch 2017.

Belfast City Centre Management is an Equal Opportunity Employer.