Administrative Assistant - Belfast, United Kingdom - MPA Recruitment

MPA Recruitment

Verified Company

Belfast, United Kingdom

3 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Job Role:
Administrative Assistant (scale 4)

MPA are currently recruiting an administrative assistant for our public service client based in Belfast, Boucher Crescent.

To provide an exemplary, customer-focused administrative service to all internal and external customers of the Service Support Business Unit.

To contribute as an integral member of the Service Support Directorate to support the vision and mission of NIFRS outlined below:
Vision

Protecting our community.

Mission

To deliver a fire and rescue service and work in partnership with others to ensure the safety and well-being of our community.

Location - Boucher Crescent

Hours of Work hours per week. Mon - Fri (9:00am -5:00 pm)

Salary - £11.83 per hour

Contract - Maternity Cover

KEY DUTIES / RESPONSIBILITIES
Administrative Support

To provide an exemplary, customer-focused administrative service to all internal and external customers of the Service Support Business Unit.
To provide guidance and support to managers and other support staff within the Directorate on financial and systems matters, general administration and procurement matters.
To produce information, reports and statistics for management, committees or working groups as required including for Board reports, annual reports, and statutory returns.
To assist the Service Support Business Unit Manager in the production of the Business Unit's business plan, including the development of suitable Key Performance Indicators (KPI's) to support and demonstrate positive performance within the Business Unit.
To assist the Service Support Business Manager in the production of the Directorate's business plan, as required.
To assist in monitoring and reviewing administrative systems and processes, making recommendations for improvement, and implementing changes as directed.
To work collaboratively with the other administrative units and support staff within the Service Support Directorate to ensure joined-up, consistent methods of working and continuity in business support.
To provide administrative support to the Service Support Directorate including production of technical documents, manuals, and standard operating procedures, as directed by the Service Support Business Manager.
To act as the initial point of contact for the Service Support Business Unit including receiving, recording, and assigning queries and/or information to the relevant manager or administrative unit.
To deal with incoming and outgoing correspondence of a general nature, including drafting responses and/or forwarding to the appropriate section.
To set up and maintain suitable physical and electronic records and filing systems for the Service Support Business Unit.
To prepare and collate relevant information, letters, memos, statistics, reports, and other documents for the Directorate as required, including confidential material and appropriate information relating to budgets.
To design, create and maintain databases, spreadsheets, and other documents, in conjunction with the Service Support Business Manager.
To prepare and provide materials, reports and presentations for the Service Support Business Manager using appropriate software packages.
To ensure electronic systems, databases and spreadsheets used by the Service Support Business Unit are maintained accurately and on a timely basis.
To provide administrative support for internal and external meetings at the appropriate level, in conjunction with the Service Support Business Manager, as required.
To order, issue and monitor stationery and office supplies as directed by the Service Support Business Manager and in accordance with NIFRS policies and procedures.

General Responsibilities

To assist in the preparation of appropriate business cases, tenders, and quotations, in line with financial and procurement regulations, policies and procedures and corporate timescales.
To provide a high level of internal and external customer service including taking ownership of customer queries and complaints and following issues through to completion.
To ensure continued and effective working relationships with key internal and external stakeholders such as other employees, middle managers, and external suppliers.
To represent the Service Support Business Manager as required, ensuring resilience as far as practicable.
To undertake the duties in such a way as to enhance and protect the reputation and public profile of NIFRS.
To comply with all NIFRS frameworks, policies, and procedures, including but not limited to those relating to legal requirements such as equality, health and safety and information governance.
To direct and signpost managers and officers to the appropriate source for issues outside the remit of this post.
To undertake project work as directed by the Service Support Business Manager, using the principles of good