Special Olympics Ireland
OFFICE ADMINISTRATOR (Ulster Region)
POST REF: 0228/0AAUG14
JOB DESCRIPTION
JOB TITLE: Office Administrator
POST REF: 0228/OAUG14
REGION: Special Olympics Ulster
REPORTING TO: Regional Director of Special Olympics Ulster
OFFICE LOCATION: Belfast
TYPE OF CONTRACT: Permanent
SALARY SCALE: £17,500 -
Summary
The Office Administrator is responsible for the day-to-day smooth running of the regional office in relation to the administrative functioning of the office, including such areas of responsibility as the reception service, office post, maintenance of financial records, including petty cash, and he/she will provide administrative support to other staff members. The role may involve occasional evening and weekend work.
Specific Duties and Responsibilities:
· Implement policies & procedures to ensure the smooth and efficient administration and operation of the regional office.
· Implement policies & procedures to ensure that incoming and outgoing post is managed in an efficient and cost-effective manner.
· Oversee Responsible for delivery of all reception duties - providing an efficient, customer-friendly and effective service to all stakeholders, internal and external to the the duties of the receptionist to ensure
· an efficient, customer-friendly and effective service to all stakeholders, internal and external to the organisation.
· OverseeUndertake the general administration tasks including day-to-day diaries, stationery supplies, filing, maintenance and inventory of equipment and reception role for the Regional Office.
· To provide reception cover if alternative support personnel are unavailable.
· Assist the Regional Director with the overall management of Office Health and Safety, particularly updating relevant processes, procedures and documents in line with best practice and ensuring all staff members are kept briefed on up-to-date procedures.
· To provide secretarial support to the regional office staff, consulting with the Regional Director, when necessary, to prioritise the workload..
· Support and assist all regional staff in the administration of the Regional Programme.
· Serve as the point of contact in the regional office in the absence of the Regional Director and/or Officers.
· To maintainthe financial records of the office to includethe administration of all receipts and paymentsand the writing up of an analyticalCash Book andPetty Cash Book for monthly reconciliation purposes.To maintainthe day-to-day office accounts on a computerised accounting system and maintainthe financial records in line with central standardised filing procedures.
· Assist in the preparation of month end accounts to tight deadlines, to include bank reconciliations, query resolution and journal postings.
· To implement financial policies and procedures to ensure compliance with statutory requirements and to maintain consistent standards of best practice.
· To assist with the quarterly process for the drawdown of grant funding.
· To assist with the year-end audit process and queries from the external auditors.
· Assist in the preparation of reports, charts and presentations and to provide assistance with presentations to outside agencies as requested.
· Assist in notifying all relevant personnel of planned meetings, to book meeting rooms and to record and distribute meeting minutes as requested by the Regional Staff.
· To assist with communications within the Region itself, and between Central Departmental and other Regional staff.
· Implement standard procedures and use standardised documentation to ensure best practice is applied in the regional office.
· Assist in the coordination of reporting procedures, monitor and track progress against plans as required by the Regional Director.
· Compile the monthly Regional Programme Project Plan Reports as required by the Regional Director.
· To monitor and update the regional website on a regular basis.
· To assist with updating and amending the regional Master Calendar of Events as required.
· To consult with the Office Manager in Central Office on a regular basis in relation to matters pertaining to the administration of the Regional Office.
· Undertake any other assignments as may be reasonably be requested by the Regional Director.
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This job description is not to be regarded as exclusive or exhaustive. It is intended as an outline indication of the areas of activity and will be amended in the light of the changing environment within Special Olympics Ireland.
POST: Office Administrator
POST REF: 02/OAUG14
Personnel Specification
Applicants must clearly demonstrate on their application how they meet the
following criteria:
PERSON SPECIFICATION / DESCRIPTION /1. QUALIFICATIONS
ESSENTIAL
DESIRABLE
Desirable / o *5 GCSE passes grades A – C, which includes English Language and Maths or equivalent qualification[1].
o *2 A-Level passes grades A – E, or equivalent qualification1.
· Relevant training in administration and/or accounts payable / book-keeping and computerised accounts systems
·
2. EXPERIENCE
ESSENTIAL Essential / o *2 years’ full time (or equivalent part time1) employment experience in a busy environment with responsibility for administration systems including file management.
o *Demonstrable experience in a position with responsibility for the maintenance of a computerised accounts system and
the preparation of financial and statistical reports
o *Demonstrable experience in working to policies and procedures.
o *Demonstrable experience in drafting and dealing with correspondence and enquiries from the general public and/or partner organisations.
o *Demonstrable experience in the use of Microsoft software in particular Word, Excel and Databases.
3. KNOWLEDGE
DESIRABLE Desirable / · Knowledge of double entry book-keeping
· Knowledge of double entry book-keeping
4. SKILLS AND ABILITIES
ESSENTIAL Essential / · Can demonstrate a high degree of computer literacy and knowledge of MS applications
· Ability to undertake work/ tasks involving a high degree of attention to detail and confidentiality.
· Numerate and literate.
·
· Excellent communication skills, both verbal and written and the ability to draft correspondence.
·
· Ability to cope with a demanding workload and to prioritise work to meet strict deadlines
·
· Ability to create, develop and maintain effective working relationships within the organisation including staff, volunteers and other stakeholders.
DESIRABLE / · Ability to work effectively as part of a team.
· Demonstrate a conscientious, 'can-do' attitude
· Highly adaptable and flexible
5. OTHER REQUIREMENTS
ESSENTIAL Essential / Successful candidate must be prepared to:
· Work a five-day week, mostly from Monday to Friday but available for occasional unsocial hours i.e. evenings and weekends as required depending on the needs of region.
·
· Be prepared to provide Special Olympics Ireland with permission to provide personal information to Access Northern Ireland (if successful candidate is a resident of the Northern Ireland) and/or to the Garda Síochána (if successful candidate is a resident of the Republic of Ireland) for the purpose of conducting a background security check.
Note: : *Information will be obtained from candidate’s application form and from questions asked at interview. Only those applicants who state clearly on their application form that they have the required level of qualifications/experience will be invited to attend for interview. Please ensure when completing your application form that all relevant qualifications, experience and skills are recorded clearly. Short listing of candidates may apply.
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[1] It is the responsibility of the applicant to demonstrate how they satisfy the ‘equivalence criteria’