Administrative Officer

Salary

£22,519 to £23,955 for full-time hours (pro-rata for part-time hours) (The rate noted is based on rates for 2021/2022 which are subject to review).

Main Duties and Responsibilities 1. Answering, processing, or redirecting where necessary a range of telephone queries from internal and external customers/public, whilst responding appropriately, professional, and specifically to customer needs. Recording accurate messages, identifying, and referring urgent messages as needed. 2. Receiving all visitors to office, responding appropriately to customer needs. Notifying appropriate member of staff in a timely manner. Providing hospitality i.e., tea/coffee as required. 3. Recording and processing incoming mail in a timely manner. Preparation of outgoing mail in a timely manner. 4. Typing of all required work which may include pre-sentence reports, management reports, routine letters/memos, Board papers, minutes, forms, e-mails etc. This may include preparation of presentations using Excel or PowerPoint. 5. Carry out general office duties; monitoring stock levels of stationery and office equipment (reporting any faults or requests for servicing) and processing of requisitions for the same in an efficient manner. Maintenance of cash books in line with organizational standards. Photocopying, filing and upkeep of office systems. Arranging appointments and maintaining diaries. 6. Maintaining, updating and creation of appropriate filing systems for total office needs, including confidential files. Checking, maintaining, and updating records. 7. Operating and maintaining a Case Management System and ensuring information is inputted and recorded accurately. 8. Maintenance of an online finance system and office Petty Cash, to include applying for reimbursement and preparing monthly Bank Reconciliations. 9. Liaising with other Public bodies – i.e. Courts, PSNI, Social Services and assisting to meet various deadlines required in relation to the duties of the role. 10. Within guidelines set by the Board and/or manager operate data collection system(s) ensuring accurate update of records for provision of valid and reliable information. Conduct information gathering to ensure all queries are managed in a timely and comprehensive manner. 11. When required to undertake the Fire Warden role and carry out tasks as necessary, for example, fire alarm tests, fire drills, emergency lighting etc. When required to undertake the role of First Aid Appointed Person unless exceptional circumstances apply. (These duties may be added to or revised, as necessary. Training is provided for both roles). 12. Maintaining and updating professional knowledge by identification of own training and development needs, updating practice, and attending relevant training courses, as agreed with line manager.

General 1. Participate in and ensure compliance with all PBNI policies, procedures, and codes of practice; and operate within the highest standards of personal behaviour which reflect the values of the organisation. 2. Ensure full compliance with Health and Safety requirements and legislation in accordance with PBNI’s Policies and Procedures. 3. Comply with and actively promote PBNI’s policies and procedures on all aspects of the promotion of equality of opportunity and good relations. 4. Undertake any other duties appropriate to scale / grade, which may be required from time to time.

Please note: This job description is a broad picture of the post at the date of preparation. It is not an exhaustive list of all possible duties as it is recognised that jobs change and evolve over time. The post holder will be required to perform any other duties up to and including the scale/grade for the position offered as necessary to fulfil the purpose and function of the post Education / Qualifications /Experience Grade C or above in at least 5 GCSEs* or equivalent qualification one of which must be GCSE English Language or equivalent. AND At least 1 years’ previous work experience gained within the last 5 years in the following areas: •Customer service (internal and/or external customers) •Administrative duties which included typing of letters, compiling reports and computerised filing. OR In lieu of qualifications, have at least 2 years’ previous work experience gained within the last 5 years in the following areas: •Customer service (internal and/or external customers) •Administrative duties which included typing of letters, compiling reports and computerised filing. Experience

At least 6 months’ previous work experience in the use of a Management Information System.

Experience of carrying out reception duties.

Technical Skills and Knowledge Previous experience of using an online postal system and processing mail Be able to demonstrate competence in use of a Microsoft Office applications including Word, Excel, and Microsoft Outlook. Good oral/written communication and interpersonal skills