Administration & Operations Officer

Administration & Operations Officer, Fivemiletown

Full time position (Mon – Fri, 37.5hours, 9am start)

Salary depending on experience

Providing comprehensive administrative, operational and customer support to the Business Manager, Chief Executive and Administrative Team.

Ensuring the smooth day-to-day operation of the organisation by supporting staff, service users, volunteers, trustees and external stakeholders.

The role will involve administration, reception duties, record management, event support, reporting, communications and general office management.

Key Responsibilities

• Act as a point of contact for visitors, service users and external enquiries.
• Answer and direct telephone calls, emails and correspondence in a professional manner.
• Maintain accurate electronic and paper filing systems.
• Prepare letters, reports, presentations and other documentation.
• Schedule appointments, meetings and room bookings.
• Assist with data entry and maintenance of organisational databases and client management systems.
• Maintain confidentiality at all times
• Support the Business Manager and Chief Executive in the effective administration of day-to-day activities.
• Assist with the preparation of reports for funders, trustees and external stakeholders
• Support the administration of monitoring and evaluation information.
• Assist with maintaining organisational policies, procedures and records.
• Support procurement and office administration processes.
• Coordinate office supplies and equipment requirements.
• Assist with the organisation of well-being programmes, training events and workshops.
• Support participant registrations and attendance records.
• Prepare materials and documentation for meetings and events.
• Liaise with service users, volunteers and partner organisations regarding programme delivery.
• Assist with processing purchase invoices and expense claims.
• Support maintenance of financial records and supporting documentation.
• Assist with audit and funding compliance requirements.
• Ensure records are maintained in accordance with GDPR and organisational policies.
• Assist in maintaining social media platforms and website content.
• Support production of newsletters, promotional materials and information leaflets.
• Help promote services and events to stakeholders and the wider community.
• Uphold the organisation’s values and commitment to equality, dignity and respect.
• Participate in relevant training and professional development.
• Comply with all organisational policies and procedures.
• Undertake any other reasonable duties commensurate with the post.

PERSON SPECIFICATION

• Minimum of 2 years’ administrative experience in a busy office environment.
• Excellent organisational and time management skills.
• Strong verbal and written communication skills.
• Proficiency in Microsoft Office, including Word, Excel, Outlook and Teams.
• Experience of maintaining records and databases accurately.
• Ability to work independently and as part of a team.
• Ability to handle sensitive and confidential information.
• Strong attention to detail and organisational skills
• Ability to work independently and manage priorities
• Full UK Driving Licence and access to transport.

Desirable Criteria

• Experience within the charity, community, health or voluntary sector.
• Experience supporting funding programmes or project delivery.
• Experience using CRM or client management systems.
• Experience supporting social media or communications activities.

Apply today and a member of our team will be in touch.

Skills:Personal Assistant Administration Operations

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