Overview

Relatives for Justice seeks to employ a suitably qualified person to the post of Administration Officer in our busy head office on Glen Road, Belfast. This post will provide administration tasks to our Head office and work closely with our team on the Payments Scheme for the Permanently Disabled of the Conflict.

Relatives for Justice

JOB DESCRIPTION

Job Title: Administration Officer (Full Time)

Post:                       Administration Officer (Full Time)

Salary:                       £22,129

Based in:                     RFJ Offices, 39 Glen Road, Belfast

Responsible to:      The post holder will be responsible to the Senior Finance & Administration Manager.

MAIN DUTIES

1.        To provide a comprehensive administrative support service including

• Word processing, copying letters, reports and documents relating to the work of Relatives for Justice.
• Preparing documents using Microsoft Office suite (Word, Excel, Access, PowerPoint and Outlook).
• Preparing and updating office calendars
• Taking and drafting minutes and notes.
• Preparing, collating and distributing agendas and papers for meetings.
• Setting out and typing presentations.

2.        Responding to and answering public and internal enquiries, answering telephone calls, taking messages and greeting visitors in a professional manner.

3.        Arranging and servicing meetings, including organisation, agenda production, room and refreshment booking, minute taking and distribution.

4.        Supporting officers to host conferences and seminars by operating a registration service and providing general administrative support.

5.        To assist in ensuring that the organisation meets all necessary legal, insurance and health and safety regulations required by law and funders.

6.        Maintaining adequate stocks of stationery and supplies and keeping the storage areas tidy. Placing order for stationery with prior authorisation.

7.        Checking, processing and inputting of invoices via manual and computerised payment systems

8.        Management of computerised and manual filing

9.        Sending out mail and delivering documents within the organisation.

10.      Maintain Computerised Service User Database

11.      The nature of the work of the Team will involve staff working occasional evenings, for which normal TOIL arrangements will be made

12.      To provide secretarial back up and support to the other staff.

13.      To undertake any further suitable work as required RFJ.

14.      To maintain a diary of classes/events taking place at RFJ and ensure that all requested rooms are free and ready 15 minutes prior to the class beginning.

15.      To assist the Senior Finance Manager in preparing financial reports and quarterly verification for RFJ funders.

16.      To carry out such other duties as may from time to time be reasonably requested.

17.      To attend monthly supervision arrangements with the Senior Finance & Administration Manager and prepare work report for same

18.      To work with administration team in Relatives for Justice developing dynamic and professional front line services to staff, clients and stakeholders.

Terms and Conditions:

• 39 hours per week including unsociable hours (for which time of in lieu will be agreed).
• 21 days annual holidays plus statutory days plus office closure dates two weeks Christmas and one week Easter
• 8% Pension Contribution

JOB SPECIFICATION

Job Title: Administration Officer (Full Time)

Post:                            Administration officer (Full Time)

Responsible to:          Senior Finance and Administration Manager

Essential Criteria

• Proven knowledge and use of Microsoft Office.
• Minimum 2 years’ experience of working in a busy office environment.
• Extensive Knowledge of office systems
• Pleasant and understanding manner.
• Good verbal and written skills.
• Excellent Organisational Skills.
• Understanding of the particular issues facing members and users of Relatives for Justice
• Understanding of the Payments Scheme for the Permanently Disabled of the Conflict
• Commitment to the aims and core values of Relatives for Justice
• Ability to work as a positive member of a team.

Desirable Criteria

• CLAIT II or above
• Previous experience of working with Salesforce or similar electronic database applications.
• Ability to produce PowerPoint presentations.
• Full Driver’s License

For Application Information Please Email: adminrfj@relativesforjustice.com with subject line TPDPS Administration and request an application pack

All application forms must be returned BY EMAIL to adminrfj@relativesforjustice.com by the closing date. No late applications will be accepted after 4pm on Friday 16th February