Office Administrator

OVERALL ROLE OBJECTIVE: The Office Administrator will provide a range of support services to assist with and ensure the smooth running of the North West Office, making sure that colleagues have a suitable environment and everything they need to enable them to work effectively. As well as performing administrative tasks to assist colleagues from a range of departments, they will be a key point of contact for all practical matters relating to the office. This will include playing a pivotal role in the planning and execution of the move to the new North West office premises (scheduled for the latter part of 2024), and subsequently working with various internal departments and external providers, to ensure the ongoing good presentation and condition of the office areas.

JOB SPECIFIC RESPONSIBILITIES: The post holder will support the Office Supervisor to deliver the following services: 1. Act as the main point of contact in the NW office for all practical matters relating to the functioning of the office, providing relevant updates to all staff as necessary. 2. Order and maintain stocks of stationary and printer/copier consumables and ensure the maintenance of photocopying equipment. 3. Monitoring and ordering of all consumables (tea, sugar, coffee, milk, water). 4. Liaising with external suppliers and service providers in relation to maintenance of lift, heating/air conditioning. 5. Liaise directly with internal departments such as Cleaning, Facilities, IS, etc. to resolve issues, raising the necessary tickets and following through to closure. 6. Maintaining the desk plan for the office, assigning desks to new employees and employees visiting from other sites 7. Maintaining the Fire Boards (IN/OUT boards), adding new starts and removing leavers. Providing name signs for desks. 8. Take responsibility for HSE matters, such as actions from internal inspections, update of Fire Warden and First Aid notices, etc. 9. Provide general administrative assistance, as required, both on site in the NW office as well as remote support to the Craigavon headquarters. This may include the use of software packages such as Microsoft Word, Excel and PowerPoint as well as copying, scanning, binding and ordering business cards, as and when requested. 10. Arrange hospitality for meetings and events, as required. 11. Make necessary arrangements for all visitors, including room booking, hospitality and provision of proximity access cards, as required. 12. Provide required administrative support for staff on secondment to the NW office and for the movement of staff to new office facilities. 13. Travel to the Craigavon headquarters if necessary (low frequency). QUALIFICATIONS

Minimum of 5 GCSEs A-C grade or equivalent, including English and Maths EXPERIENCE

Significant relevant experience in delivering an administrative service by working closely with a number of internal departments across a busy organisation. KEY SKILLS

Proficiency in Microsoft Office packages (to include Outlook , Word and Excel)

Effective and professional communication skills.(verbal, written and interpersonal)

Strong organisational skills and the ability to work on a number of tasks simultaneously.

Good attention to detail

Self motivated with the ability to work independently on own initiative, resolving problems independently.