Administrative Assistant

Background

Northern Ireland Electricity Networks Limited (NIE Networks), part of the ESB Group, owns and operates the electricity transmission and distribution network in Northern Ireland. We are responsible for the planning, development, construction, and maintenance of the network, and we also provide electricity market registration and data services across the region.

We are delighted to be able to offer an excellent opportunity for an Administration Assistant to join NIE Networks. The successful applicant will be based in our North Depot (Pennybridge Industrial Estate – Ballymena). This is a great opportunity and an exciting time to work as part of an effective team in delivering high levels of service.

Working within the Customer and Operations Directorate, our Administration Assistants provide efficient and effective administration support to the Administration Co-ordination Manager across a variety of administrative tasks and duties. They also provide administrative support to Managers / Team Managers within the Directorate as required.

The Role

The successful candidate will be a highly motivated individual who will carry out a number of specific activities on a day-to-day basis including dealing with telephone calls, processing documentation using NIE Networks Work Management Systems, updating and maintaining spreadsheets, and preparing weekly and monthly reports.

In addition, there will be a requirement to support other functions within the business. The role will require a close working relationship with other members of the team to ensure compliance with overall processes and business targets. We are keen to hear from individuals who have the ability to engage effectively with people and processes, are attentive to detail, and have the ability to work to tight deadlines.

Key Duties

• Processing documentation / input of data onto the NIE Networks Work Management Systems.

• Accurate and timely creation, updating, and maintenance of spreadsheets and work management systems, including Smartsheet.

• Preparation of weekly and monthly reports for Managers / Team Managers.

• Use of IT systems, including all relevant databases.

• Assisting the Administration Co-ordinator Manager, Managers, and Team Managers with Customer and Operations Directorate paperwork / processes.

• Provide general administrative duties, e.g., photocopying, scanning, filing, input / update records, typing letters / memos / reports, etc.

• Dealing with telephone calls / queries / visitors to the depot.

• Attend meetings and record accurate minutes for distribution.

The IndividualEssential Criteria

• Minimum 4 GCSEs (or equivalent) at Grade C or above including Mathematics and English Language; or minimum two years relevant experience in a clerical / administrative role.

• Developed IT Skills (including MS Office).

• Driving licence and access to a car or ability to meet the travel requirements of the role.

Desirable Criteria

• Minimum of five years’ experience working in a busy office environment.

• Previous experience of interacting and communicating directly with customers.

Core Competencies

Communication: Able to communicate information and ideas clearly and articulately both in oral and written form. Uses appropriate language, style, and methods depending on audience and the purpose of communication. Able to convey complex information clearly. Anticipates the information that others will need.

Attention to Detail: Ability to process detailed information effectively and consistently. Able to accomplish/complete a task while demonstrating a thorough concern for all areas involved, no matter how small. This includes monitoring and checking work or information while organising time and resources efficiently.

Organised: Able to achieve results in a quality, timely, and cost-effective way. Sees priorities, plans the efficient use of resources, and monitors progress against objectives. Anticipates crucial stages in projects. Formulates alternative means of achieving objectives. Responds effectively to unforeseen events.

Team Work: Actively participates in team. Encourages co-operation. Aware of the needs of others and responds flexibly. Shares information and supports other team members. Can get things done through others and set realistic objectives. Seeks opportunities to develop others. Prioritises team goals over individual goals.

Customer Orientation: The ability and willingness to find out what the customer wants and needs and to act accordingly, taking the organisation’s costs and benefits into account.

Flexibility / Adaptability: Has actively sought to learn new things on own initiative. Has responded positively to change and adapted to new situations quickly. Able to take on a diverse range of tasks equally effectively.

Additional Information

The nature of the job will change over time in line with the needs of the business. It is a requirement of the jobholder to contribute to the development of the role reflecting these changing requirements.