Office Manager

Key Responsibilities

To be responsible for the effective delivery of administrative activities within the Legal Services department, including:

• Ensuring records (paper or electronic) and reports are prepared and up to date.

• Maintaining the Legal Services’ information management database (currently GMA Office Manager on Microsoft Access).

• Assisting with financial management and regulatory requirements of Legal Services to ensure governance compliance.

• Ensuring a flexible and responsive administrative service for Legal Services.

• Providing general administrative support to the solicitors as and when required.

To lead the administration team to ensure accurate, timely and professional support and solutions for the Legal Services team, including that key performance indicators are achieved and that a high-quality service is delivered.

To ensure a flexible and responsive provision of administrative support to the Solicitors, including scheduling meetings and minute taking, and to provide secretarial cover as required.

To communicate effectively in writing, by telephone or face to face with customers, members and senior management.

To ensure the development and maintenance of effective working relationships with customers and key stakeholders inside and outside the Legal Services team, for example Finance, Housing and IT.

To assist with the financial management and regulatory requirements of the office, including the attainment and maintenance of ISO 9001 (or equivalent accreditation).

To perform the role of ISO Quality Manager or any equivalent role, including applying for and maintaining compliance with relevant accreditation/standards, ensuring all policies and procedures are up to date and amended as and when required, and providing training on policies and procedures where required.

To ensure quality assurance and timely escalation processes are in place to resolve requests and complaints.

To assist with the development and to regularly review and update, as required, all procedures / Standard Operating Procedures (SOP’s) relating to Legal Services’ administration activity.

To assist with the timely production of corporate management reports, information and statistics to enable Legal Services to meet internal requirements for information requests for NIHE Board, Executive Team, management and other departments.

To ensure all members of the Legal Services’ administration team are fully trained and developed in all aspects of their roles, including systems and all related policies, procedures and processes.

To record and monitor office expenditure to assist in the setting of Legal Services’ annual budget (including preparing, collating and analysing relevant data) and reporting on same to the Head of Legal Services.

To ensure office equipment is maintained and ensure supplies of stationery.

To maintain the office library (manual and electronic) and ensure all solicitors have access to relevant and cost-effective publications.

To assist with the creation and then have oversight, management and maintenance of the content of Legal Services’ organisational intranet profile.

To assist the Legal Services team in managing SAR requests, ensuring compliance with statutory deadlines.

General

To prepare 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 assist the Head of Legal Services with business planning within the Legal Services team.

To undertake the duties in such a way as to enhance and protect the reputation and public profile of NIHE.

To comply with and enforce all NIHE 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 participate as directed in the NIHE Resourcing activity in line with NIHE Resourcing Policies and Procedures.

To undertake or participate in project work as directed by the Solicitors / Head of Legal Services using the principles of good project management.

To undertake any other duties which may be assigned to meet organisational need and the change agenda and which are reasonably regarded as within the nature of the duties, responsibilities and grade of the post as defined.

Note: This summary of responsibilities and personal duties is not intended to be exhaustive. This role will develop and change in line with strategic corporate programmes and projects.

Knowledge, Skills and Experience

Either

a) Possess a degree level qualification (Level 6*) or equivalent

AND

Can demonstrate a minimum of 1 year’s relevant experience working in a legal services function.

OR

b) Possess a Level 5* qualification or equivalent

AND

Can demonstrate a minimum of 2 years’ relevant experience working in a legal services function.

OR

c) Can demonstrate 5 years' experience working in a legal services function and can demonstrate equivalent** continuing professional development / relevant experiential learning / qualifications.

*Refer to Qualifications Framework

**It is the responsibility of the candidate to demonstrate equivalency

Knowledge, Skills and Experience

Can demonstrate relevant experience in at least three of the four areas below:

a. The creation and maintenance of electronic documents and records using Microsoft packages (including Word and Excel).

b. Effective use and updating of electronic information management systems.

c. Collating and analysing information and preparing reports.

d. Dealing with requests for information or enquiries from both internal and/or external parties.

Knowledge, Skills and Experience

Can demonstrate (Assessed at Interview):

• Excellent planning and organisational skills.

• Ability to work accurately under pressure of multiple deadlines.

• Strong interpersonal and influencing skills.

• Strong customer orientation.

• Excellent attention to detail.

Hours*

The contractual hours are 37 hours per week and are normally Monday to Friday, 9.00 am to 5.00 pm.

A flexible Working Hours Scheme is in operation with core hours of 10.00 am to 12.00 pm and 2.00 pm to 4.00 pm, and we also seek to enable our people to work flexibly in respect to when they work*.

*In line with our commitment to flexibility, we are happy to discuss this with the successful candidate, with options being dependent on the nature of your role.

Annual Leave

You will be entitled to a minimum of 23 days annual leave per year.

The leave year runs from January to December, and you will also be entitled to 12 public holidays.

Probation

Your employment will be subject to a satisfactory completion of a probation period of 6 months, during which time your progress will be monitored and feedback will be provided. You will be obliged to follow all the procedures and rules laid down by the Housing Executive.

Period of Notice

You may terminate your employment by giving one month’s notice in writing, terminating on the last day of a calendar month. If your employment is being terminated, the period of notice to be given will be as recommended for Local Government Officers in line with terms and conditions.

Other Benefits

There are many benefits of working for the Housing Executive including:

• Learning and development opportunities.

• Flexible working and family friendly policies.

• Volunteering and fundraising policy.

• Cycle to Work Scheme.

• Onsite Occupational Health services which includes flu jabs and complementary Fitech health and wellbeing assessments.

• Inspire Workplaces – providing free, confidential counselling and support to employees 24/7.

• Corporate gym membership, fitness classes and access to our in-house gyms available at 2 Adelaide Street, Belfast and Marlborough House, Craigavon.