Admin Officer

Key Responsibilities: 1. To assist with the provision of a wide range of administrative support and act as the initial point of contact for stakeholder queries when required as part of the CX and Chair Support Team. 2. To support the Executive Assistants and Senior Executive Assistants to ensure the effective provision of an internal and external engagement service with stakeholders and customers. 3. To support the Executive Assistants and Senior Executive Assistants where required to ensure the effective provision of a diary management service to support the Chief Executive (CX), Chair and Vice Chair. 4. To work collaboratively in partnership with the Executive Assistants and Senior Executive Assistants, to ensure a flexible, agile and responsive service to best meet stakeholders’ and customers’ needs. 5. To assist with the coordination of responses to Assembly Questions which , liaising with the Communications team as required, and obtaining input from the Chief Executive and other senior management staff, where required, to ensure responses are provided within a timely manner.

Diary Management and Engagement 6. To provide administrative support in relation to the collation and provision of timely and quality briefings, information or responses for the Chief Executive, Chair and Vice Chair, and other stakeholders and customers as necessary. 7. To provide administrative support in relation to the organisation, categorisation and management of correspondence in an efficient and timely manner. 8. To assist with the maintenance of a high-quality records system for both manual and electronic correspondence and information in a thorough and organised manner, filing/archiving all records as necessary. 9. To assist where required with external engagements involving the CX, Chair and Vice Chair, including the provision of administrative support relating to minutes, agenda and follow up of actions.

Meeting administration 10. To provide administrative support to facilitate the successful operation of the Executive Team and other meetings as may be required. 11. To assist with the collation, preparation and distribution of papers, books and e-books for meetings as required, including but not limited to Executive Team meetings, Board and Committee meetings, Housing Council meetings, or other senior management meetings. 12. To assist with the production of minutes for meetings outlined above as required, including deputising where required to draft minutes and to produce formal records of meetings. 13. To deputise as the Committee Secretariat function for meetings as above if required, including the preparation and drafting of agendas and ensuring the observation of relevant governance requirements. 14. To assist with the management of the Boardroom and associated equipment, liaising with IT and Facilities as necessary to ensure they are maintained adequately to service meeting requirements.

General administration 15. To provide other administrative support to the team as required, including support for other teams where necessary to ensure resilience as far as practicable. 16. To contribute positively as an individual and as part of the team to ensure that key targets, deadlines and KPI’s, are meet. 17. To comply with all relevant legislation and Housing Executive policies relating to data protection and confidentiality of information 18. To carry out all work in a careful, methodical and accurate manner. 19. To prioritise and effectively manage own workload, monitoring and escalating any issues as required.

General Duties 20. To provide a high level of internal and external customer service taking ownership of customer queries / complaints and following issues through to completion, while ensuring timely escalation when required. 21. To ensure continued and effective working relationships with key internal and external stakeholders. 22. To undertake the duties in such a way as to enhance and protect the reputation and public profile of NIHE. 23. 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. 24. To promote, uphold and implement all NIHE policies, plans and procedures, ensuring policy requirements and timescales are adhered to. 25. To direct and signpost managers and officers to the appropriate source for issues outside the remit of this post. 26. 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. Experience and Qualifications Essential Applicants must provide evidence by the closing date for application that they meet the following essential criteria: 1. Possess a NVQ Level 3 or equivalent level qualification (Level 3*) plus at least one year’s relevant administrative experience OR Possess five GCSE / “O” Levels, or equivalent level qualification (Level 2*), plus at least two years’ relevant administrative experience. *Refer to Qualifications Framework 2. Can demonstrate relevant experience for the number of years required, depending on their level of qualification in both the following areas: a. The provision of administrative support to a Senior Manager / Team. b. Building effective working relationships with stakeholders 3. Can demonstrate proficiency in use of Microsoft packages including Word. 4. Can demonstrate: (To be 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 Candidates will also be assessed against the relevant Individual section of the NIHE Behavioural Framework.