JOB DESCRIPTION

Title: Locality Administrator

Department: Addiction NI

Reports to: Locality Manager

Grade/Salary:£22,658

Demonstration Area: WHSCT area Office base will be in Omagh

Main Duties: The Locality Administrator will provide a wide range of administrative and secretarial support to the demonstration area team including word processing, minute taking, collation and administration of financial information, correspondence, e-mail, database maintenance, co-ordinating diaries and liaising with staff, volunteers and external bodies. They will ensure the smooth running of the offices by ensuring that equipment is maintained at all times. They will manage the day-to-day administration for the programme including Health & Safety. They will communicate the Drink Wise, Age Well programme vision and deliver its mission, strategy and business plans

Key Duties and Responsibilities:

  1. To undertake secretarial and administrative duties e.g. minute taking, office diary co-ordination, dealing with routine correspondence associated with the running of the Programme.
  2. To develop and maintain record keeping systems as required by the Locality Manager and Head of Programme.
  3. In absence of the Locality Manager, to ensure that basic general correspondence and telephone calls are dealt with in an appropriate manner.
  4. To ensure the smooth running of the offices by dealing with general enquiries, ensuring that visitors are appropriately greeted, and all shared resources e.g. photocopier, printer are working at all times and stationery levels are maintained.
  5. To support the Finance team, based in Belfast, in their responsibility for operation of financial systems, petty cash expenditure and payment of invoices . To support the service delivery team in the implementation of financial procedures.
  6. To be responsible for the collation of all information relating to services and service users to enable the provision of regular data activity and outcome reports to the Head of Programme, Big Lottery Fund, strategic partnership board and senior management team as required showing service standards are achieved.
  7. To administer and manage central filing systems and records including programme recruitment, finance information and programme assets.
  8. To administer Addiction NI’s internal recruitment process for Drink wise, Age Well posts as required ensuring all recruitment is in line with employment legislation and organisational procedures.
  9. To be responsible for the collation and submission of all staffing information e.g. holidays, sickness absence, etc to enable the provision of monthly data to Human Resources to ensure accurate records.
  10. To develop your own knowledge and practice, attend supervision and team meetings so as to fulfil your role as an effective member of the project team.
  1. Ensure good working relationships are established and maintained within the team and organisation, with all partners, service users, the funders and other interested parties.
  2. Carry out any reasonable and lawful duties and responsibilities as required by the locality manager, team leader or senior manager.

General

  1. Members of staff are expected to treat those with whom they come into contact in a courteous and respectful manner in accordance with the Dignity at Work Procedure.
  2. Staff are expected to demonstrate their commitment to Addiction NI by their regular attendance and the efficient completion of all tasks allocated to them.
  3. All staff must comply with the no-smoking policy.
  4. All duties must be carried out in compliance with Addiction NI’s Health and Safety Policy and statutory obligations.
  5. Addiction NI is an equal opportunities employer. The Prevention and Campaign Worker is required to adhere to Addiction NI’s Equal Opportunities Policy and Procedure throughout the course of his/her employment.
  6. The Prevention and Campaign Worker will endeavour to ensure the on-going confidence of the public.
  7. The Prevention and Campaign Worker will maintain high standards of personal accountability.
  8. The Prevention and Campaign Worker will undertake other projects and tasks as required.
  9. Ensure confidentiality at all times, only releasing confidential information obtained during the course of employment to those acting in an official capacity.
  10. To comply with the requirements of the Data Protection Act.
  11. Addiction NI is a busy agency and the nature of our work means that some tasks can be unpredictable or, when staff are away, there is a need for others to cover some of their work. For these reasons it is expected that staff will show some flexibility in their work patterns.

This job description is neither exhaustive nor exclusive and may be reviewed and amended in the future to include any other reasonable duties, projects or tasks as may be requested by management from time to time and to reflect changing organisational requirements, changing staffing levels, etc.