Water & Wastewater Admin Support

Role Description The key purpose of the role is to manage the office(s) of Senior Management within the Water Production Line and Wastewater Production Line. This involves providing administrative support to the Business Units as well as ensuring that the above offices are run in a customer friendly, efficient and effective manner. This would also involve establishing a two-way channel of communication between the Senior Mgt. Teams and their Functional staff across Northern Ireland Water, direct liaison with CEO Office and other Directorates as required, as well as Department for Infrastructure, Utility Regulator, other Government Bodies, public representatives, and members of the public. Role Responsibilities The role will include the following activities: • Managing the Senior Mgt. Team of Water and WWPL office including internal/external mail; improving work processes and systems within the office; and working on own initiative to plan and organise the work of the office. • Management and coordination of the Senior Leadership Team of Water and WWPL diary. • Organise meetings and workshops, prepare and distribute material and accurately capture and document output. • Receiving, prioritising, track and process paper correspondence and electronic communication for the Senior leadership team and follow up action.

• Answering and vetting incoming telephone calls/emails and briefing the Senior leaders on correspondence and calls received which have been allocated for progress. • To act as a liaison between the Heads of Function and business directors including the assignment of tasks on behalf of the Senior leaders and co-ordination of responses. • Preparation, co-ordination and tracking of briefing material and draft responses on a wide range of issues for the Senor Leadership Team. • Co-ordination of papers for Board and Management Board meetings including production of agenda, preparation of Board papers, production of minutes of meetings and follow up actions. • Attend with the Senior Leaders as appropriate and provide a secretarial service at internal and external meetings. • Purchase order requisition creation and receipting for selected Functional needs • Support the Westland House Heads of Function and wider Customer & Operations team in general administration activities. • Availability to support during a major incident on the Silver Command Incident team including out of normal working hours/holidays/weekends etc.

Budget and People Management Responsibilities • There are no direct Line Management responsibilities • Tracking, ordering and recording hospitality and gift forms, Stationery Orders and other financial activities as required. • Making cost effective travel and accommodation arrangements for the Senior Leaders in Water and Wastewater. **Please note that this is not an exhaustive list of duties and the post holder will be required to carry out other duties as required** Entry Requirements Applicants MUST be able to demonstrate in their application and where necessary at interview:

ESSENTIAL CRITERIA 1. A minimum of 5 GCSE’s or equivalent, at grade C or above (to include Maths and English). 2. A minimum of three years’ business administration experience or experience in a similar role providing senior secretarial services at Senior Manager/Director level. 3. A high level of competence in the use of current IT packages, in particular Outlook/Microsoft Word/PowerPoint and Excel.

DESIRABLE CRITERIA: 1. Recognised Executive Secretarial qualification such as Executive and/or Private Secretaries Diploma. 2. Third level or degree qualification Competencies The candidate should demonstrate the following competencies in the candidate response and interview process through examples and outcomes:

Organising and Planning • Ability to effectively plan, prioritise and manage own workload making the best use of time and resources. Maintain a focus on detail and accuracy and produce work of a high quality. • Ability to plan and manage workload in a constantly changing environment and to resolve conflicting priorities. • Ability to think and act on own initiative.

Interpersonal Skills • Proven ability to manage multiple internal and external stakeholder relationships at all levels. • Problem Solving and Decision Making. • Ability to analyse a range of information, consult effectively with others and draw sound conclusions based on the information available. • Proven ability to manage projects to agreed timelines, using resources proficiently. • An ability to anticipate problems and provide workable solutions.

Communication • Ability to communicate effectively and efficiently with stakeholders and colleagues at all levels in a confident, clear and succinct manner.

People • A high level of motivation and drive and be capable of working largely on his/her own initiative as part of a wider team. • Ability to build effective relationships at all levels both within and across other functions and directorates as well as with external contractors. • Ability to develop and motivate self and team in line with objectives. What is on Offer Salary This Band 6b role offers a competitive remuneration package with a salary scale of £29,863 - £36,499 per annum. The starting salary will normally be at the first point of the scale. Salaries are reviewed annually effective 1st April.

Location Westland House, 40 Old Westland Road, Belfast, BT14 6TE.

Benefits Not only will you be working for one of Northern Ireland’s top companies, you will also receive a number of company benefits to include: • Generous annual leave and public holidays • Flexible working and family friendly policies • Hybrid working (available after 3 months following onboarding and training) • Occupational sick pay • Employee assistance programmes • Cycle to work scheme • Volunteering support

Pension As well as a competitive remuneration package, NI Water offers an excellent DB pension scheme with a current employer contribution of 26.2%.

Annual Leave 25 days increasing to 30 days after 10 years’ service in addition to 12 public and privilege holidays.

Health & Wellbeing Programmes NI Water offers a multi award winning Health and Wellbeing programme offering a range of benefits and initiatives to support physical, mental, financial and social health including: • Seasonal health campaigns • Wellbeing Roadshows twice a year across all hubs, including free vaccinations and health checks. • A range of social networks and support forums