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Job description

The successful applicant will provide high quality and efficient administrative support to the Support Services department.

Responsibilities

• To cover reception from 1.00 pm to 5.00pm Monday to Friday, including breaks and holidays Answer telephone and transfer to appropriate staff member
• Meet and greet visitors, staff and stakeholders ensuring visitor passes are printed, recorded and returned on exit
• Record incoming and external post on a daily basis
• Update database recording staff attending Internal Training
• Administer recording of stamps and money received for postage.
• Order catering for meetings, training events etc
• Order supplies eg stationery, office sundries etc
• Perform general clerical duties to include but not limited to: scanning, e-mailing, typing documents etc
• Organise ID badges for staff, students and volunteers.
• Provide support to Support Services to ensure the Approved Activity Centres database is accurate and up to date requesting annual insurance certificates and waivers
• Assist with co-ordinating Health & Safety Quarterly checks (Fire alarms, drills lights) from projects.
• Assist with annual vehicle log book distribution for the fleet. Assist with allocation of MOT bookings and vehicle tax for the fleet.
• Assist with fire drills in Hydepark House, liaise with County Monitoring and perform testing.
• Adhere to safeguarding procedures and relevant external standards. Awareness and adherence of confidentiality requirements in accordance with Extern’s procedures.
• Responsible for keeping abreast of current legislation and Extern’s policies and procedures, and attend appropriate training as and when required
• Adhere to Extern’s Health & Safety Policies and Procedures. Take reasonable care for the health and safety of themselves and of other persons who may be affect by their work.
• Carry out any other duties reasonably requested by your Line Manager.

Skills and Qualifications

Essential Skills

• Minimum of a Level 2 Qualification (as set out in the RQF Framework) in a relevant field/subject i.e. Maths, English, Business Studies, Or
• In the absence of the qualification requirement, 1 years recent, relevant experience of working in an office environment including demonstrable experience of using a computer/e-mail / scanning / telephone and the ability to produce statistical inform
• 6 months substantial experience of working in an office environment including demonstrable experience of using a computer/e-mail / scanning / telephone and the ability to produce statistical information (experience can be from paid/unpaid employment,
• I.T. competent, including use of MS Word, Excel and Outlook
• Be flexible and agreeable to cover reception when the other part time staff member who works in the morning is unavailable.

Desirable Skills

• Attention to detail when inputting data
• Confidentially is of upmost importance

Further Information

Location: 3 McKinney Road, Mallusk, Newtownabbey.