Senior Admin Support Officer – 20hrs PT

SEFF JOB DESCRIPTION: Senior Admin Support Officer – 20hrs PT

Responsible to: OperationsManager

Location: Lisnaskea/Fivemiletown (with some business travel to other offices required)

Hours of work: 20hrshoursperweekuntil31stMarch2028

Salary: £35,047 Gross per annum pro rata + 6% Pension payable monthly in arrears

PurposeoftheRole:

To provide comprehensive, high-quality administrative, organisational and executive support to the Chief Executive Officer (CEO) and Operations Manager, ensuring the effective and efficient day-to-day operation of the organisation.

The postholder will play an important role in supporting the strategic, operational and administrative functions of the charity, ensuring that organisational priorities, internal processes, communications and activities are effectively coordinated and delivered.

Working within a victims’ charity, the postholder must demonstrate a high level of professionalism, discretion, empathy and understanding of the sensitive nature of the organisation’s work with victims and survivors of terrorism and other conflict-related trauma.

The role requires an organised, proactive and adaptable individual who can manage competing priorities, exercise initiative, maintain high standards of accuracy and provide dependable support to senior management.

Keyworkingrelationships:

Internal:

• OperationsManager-LineManager
• SeniorManagementTeam
• SEFFteamsandcolleagues
• Individualsandfamilies(clients/members)
• Sessionalpersonnel
• SEFFVolunteers

External:

• Othercommunityandvoluntaryorganisations
• VisitorstoSEFFoffices
• SuppliersandContractors

KeyResponsibilities:

1. Executive and Senior Management Support

• ProvideconfidentialadministrativeandexecutivesupporttotheCEOandOperations Manager.
• Manageandcoordinatediaries,appointments,meetingsandassociatedcommitments.
• Arrange internal and external meetings, including preparation and circulation of agendas, papers and supporting documentation.
• Attend meetings as required, takingaccurate minutes, recording decisions and maintainingaction logs.
• Monitoroutstandingactionsandfollowupwithrelevantstafftosupporttimelycompletion.
• Assistwiththepreparation,formattingandproofreadingofreports,correspondence, presentations, briefing papers and other management documentation.
• Support the CEO with correspondence, communications and administrative tasks relating to organisational leadership and external engagement.
• Handlesensitiveandconfidentialinformationwithdiscretionandinaccordancewith organisational policies.
• Anticipate administrative requirements and identify opportunities to improve the effectiveness of senior management support.

2. Operational and Organisational Administration

• Provide administrative support to the Operations Manager in the coordination and monitoring of day-to-day organisational activities.
• Assist with the development, maintenance and review of administrative systems, procedures and operational records.
• Maintainaccurateelectronicandhard-copyfilingsystemsandensuredocumentsare appropriately stored and accessible.
• Assistinthepreparationandmaintenanceofoperationalreports,registers,schedulesand organisational records.
• Supportthecoordinationoforganisationalevents,meetings,trainingsessionsand stakeholder engagements.
• Assistwiththemonitoringoforganisationaldeadlines,reportingrequirementsandkey operational activities.
• Liaisewithstaff,volunteers,serviceprovidersandexternalorganisationsasrequired.
• Support the administration of organisational policies, procedures and internal communications.
• Identify administrative or operational issues and bring these to the attention of the Operations Manager.

3. Governance, Compliance and Reporting

• ProvideadministrativesupportforBoardmeetings,committeemeetingsandother governance arrangements.
• AssistwiththepreparationandcirculationofBoardandcommitteepapers.
• Maintainaccuraterecordsofmeetings,decisionsandgovernanceactions.
• Assistinmaintainingorganisationalpolicydocuments,registersandcompliancerecords.
• Support the preparation of information required for funders, auditors, regulatory bodies andother relevant stakeholders.
• Assistwithmonitoringreportingdeadlinesandensuringdocumentationissubmittedina timely and accurate manner.
• Maintainappropriaterecordsinaccordancewithdataprotection,confidentialityandinformation governance requirements.

4. Finance and Resource Administration

• ProvideadministrativesupporttotheOperationsManagerinrelationtoorganisational financial and resource management.
• Assist with processing invoices, purchase orders, expenses and other financial documentation.
• Maintainaccuraterecordsofexpenditure,purchasesandadministrativetransactions.
• Assistwithmonitoringofficesupplies,equipmentandorganisationalresources.
• Liaisewithsuppliersandserviceprovidersregardingorders,invoicesandadministrative matters.
• Supportthepreparationoffinancialinformationandsupportingdocumentationasrequired.

5. Communications and Stakeholder Support

• Actasaprofessionalandcourteouspointofcontactforinternalandexternalenquiries.
• Respondtoroutinetelephone,emailandwrittenenquiries,referringsensitiveorcomplex matters to the appropriate senior member of staff.
• Assist withthepreparationanddistributionof organisationalcorrespondence, newslettersand internal communications.
• Support the coordination of engagement with statutory agencies, funders, partner organisations and other stakeholders.
• Ensurethatallcommunicationsreflecttheprofessionalism,valuesandreputationofthe charity.
• Maintain an understanding of the sensitive and sometimes distressing circumstances experienced by victims and survivors who engage with the organisation.

6. Support to Victims and Survivors

• Demonstratesensitivity,compassionandrespectwhendealingwithvictims,survivorsand their families.
• Recognisetheimportanceofconfidentiality,dignityandpersonalchoicewhenhandling information relating to individuals and their experiences.
• Ensure that enquiries from victims and survivors are dealt with appropriately, sensitively and in accordance with organisational procedures.
• Referrequestsforsupport,adviceorassistancetotherelevantstaffmemberorservice.
• Understandtheimportanceofatrauma-informedapproachandthepotentialimpactofbereavement, trauma and conflict-related experiences.
• Uphold the organisation’s commitment to supporting victims and survivors with dignity, respect and impartiality.

General Responsibilities

• Promotetheaims,objectivesandvaluesoftheorganisation.
• Maintainthehigheststandardsofconfidentiality,integrityandprofessionalconduct.
• Complywithorganisationalpoliciesandprocedures,includingsafeguarding,healthandsafety, data protection and equality and diversity.
• Participateinsupervision,staffmeetings,trainingandprofessionaldevelopment.
• Workcollaborativelywithcolleaguesacrosstheorganisation.
• Demonstrate flexibility and undertake other reasonable duties consistent with the level and responsibilities of the post.

Person Specification

EssentialCriteria:

• Minimumofthreeyears’experienceinasenioradministrative,executivesupportoroffice management role.
• Demonstrableexperienceprovidingadministrativesupporttoseniormanagersororganisational leadership.
• Excellentorganisational,planningandtime-managementskills.
• Provenabilitytomanagecompetingprioritiesandworktodeadlines.
• Excellentwrittenandverbalcommunicationskills.
• StrongITskills,includingMicrosoftWord,Excel,OutlookandPowerPoint.
• Experiencepreparingreports,correspondence,agendasandmeetingminutes.
• Highlevelsof accuracyandattentiontodetail.
• Abilitytohandleconfidentialandsensitiveinformationappropriately.
• Abilitytoworkindependently,exerciseinitiativeandusesoundjudgement.
• Stronginterpersonalskillsandtheabilitytoworkeffectivelywithcolleaguesandexternal stakeholders.
• A professional, approachable and adaptable manner.

DesirableCriteria:

• Experienceworkingwithinacharity,voluntaryorcommunitysectororganisation.
• Experienceworkingwithinavictims’supportortrauma-informedserviceenvironment.
• Understandingoftheneedsandexperiencesofvictimsandsurvivorsofterrorismandconflict-related trauma.
• ExperiencesupportingBoard,committeeorgovernancearrangements.
• Experienceassistingwithfinancialadministration,budgetsandexpendituremonitoring.
• Knowledgeofdataprotection,safeguardingandorganisationalcompliancerequirements.
• Relevant administrative, business or management qualification.

Key Personal Attributes

The successful candidate will demonstrate:

• Integrityanddiscretion:Anabilitytohandleconfidentialmatterswithsensitivityand professionalism.
• Initiative: Aproactiveapproach,anticipatingrequirementsandidentifyingsolutionsratherthan waiting for direction.
• Reliability:Adependableapproach to supporting the CEO, Operations Managerand wider organisation.
• Empathy and sensitivity: An appreciation of the experiences of victims and survivors and the importance of treating everyone with dignity and respect.
• Resilience:Theabilitytoworkeffectivelyinanenvironmentwheresomeissuesand circumstances may be emotionally challenging.
• Flexibility:Anabilitytoadapttochangingorganisationalprioritiesanddemands.
• Teamwork: A commitment to supporting colleagues and contributing positively to the wider organisation.

Performance and Accountability

ThepostholderwillbeaccountabletotheOperationsManagerandwillworkcloselywiththe CEO.

Performancewillbeassessedthrough:

• Thequality,accuracyandtimelinessofadministrativeandexecutivesupport.
• Effectivemanagementofdiaries,meetings,documentationandorganisationalrecords.
• Theabilitytomonitorandfollowupactionsanddeadlines.
• Themaintenanceofconfidentialityandcompliancewithorganisationalprocedures.
• Theeffectivenessofcommunicationandworkingrelationships.
• Theabilitytodemonstrateinitiativeandcontributetoimprovementsinorganisational administration and efficiency.

This job description is intended to provide an outline of the main duties and responsibilities of the post. It is not an exhaustive list, and the postholder may be required to undertake other duties appropriate to the level and nature of the role.

Employee Value Proposition

SEFF offers the following benefits and values to its staff:

• Agenerousannualleaveallowance
• Paidsicknessleave
• AbonusleavedayatChristmas(equivalentforp/thours)
• Hybridandflexibleworkingopportunities
• Flexibleofficehours
• AstaffWellness Framework
• AfullEmployeeAssistanceProgram
• FinancialsupportandinvestmenttowardsCPDtrainingopportunities
• Great workplace culture and team-building events.

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