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    Charities & Not For Profit
  • Pay

    £22,737 per annum

Services Administrative Assistant, Permanent, Belfast, £22737

Your new company

Hays are partnering with a charitable organisation to recruit for a permanent Services Administration Assistant. Working within a team, you would provide a high-quality clerical and reception support to the charity.

Your new role

  • Offer administrative and clerical assistance.
  • Cover reception duties, including operating the switchboard, welcoming users and visitors, and ensuring they feel comfortable and valued.
  • Handle inquiries from clients and the public, providing information and guidance, and directing queries to the right person.
  • Maintain and update the database with relevant information using a custom appointment system. Generate reports and statistical data for internal audits and KPIs.
  • Support the administrative team in paperwork completion, record maintenance, and efficient filing. Implement follow-up systems and processes after service delivery.
  • Cover early morning and evening clinics.
  • Promote all services effectively in accordance with the Marketing and PR Strategy – Social Media.
  • Develop and manage information databases and assist with PR-related administration tasks such as photocopying, mail shots, and creating posters and flyers.
  • Take minutes at interdepartmental meetings and fulfil other administrative needs as required.
  • Maintain an organised filing and administrative system within Services Administration. Ensure all details such as names, bookings, service requirements, agreed rates, and contact numbers are recorded and accessible to all relevant parties.
  • Coordinate with the Fundraising Department regarding Corporate, Groups, Community, and other relevant clients/organizations/schools, following agreed policies and processes for appointments and administrative needs.
  • Inform the Finance Department promptly about client invoicing.
  • Manage a database of contacts, users, and potential users, ensuring that information and statistics are recorded. Prepare statistical reports as needed managers or other departments

What you'll need to succeed

  • Minimum one year of experience working in a busy office environment, providing clerical, administrative, and reception support.
  • GCSE qualifications: At least 5 passes, including a grade C or above in English (or equivalent).
  • Demonstrate confidence and well-developed IT skills, including full use of Microsoft Office, especially Word and Excel
  • Ability to provide excellent customer care and possess interpersonal skills, experience in handling sensitive queries is essential
  • Strong communication skills with the ability to speak to people from diverse backgrounds
  • Proven ability to build strong relationships with colleagues and external stakeholders.
  • High level organisation skills, able to multitask, and can prioritise tasks to meet deadlines
  • Available and flexible to work hours to meet the needs of the role – including on a rota basis working 1 evening per week to 8pm and potential Saturday cover. (total 35 hours per week)
  • Hold a full, current driving license

What you'll get in return

  • Annual salary of £22,737 - £23,500 (35 hour week)
  • 20 days leave increasing to 25 days + 11 Public Holidays
  • 1 extra leave day at Christmas and Christmas closure
  • Enhanced sickness, maternity, paternity, and adoption leave and pay
  • 6% contributory pension scheme
  • NHS Top-Up Cash Plan
  • Death in Service Plan
  • Staff care and support services
  • Training and development

What you need to do now

If you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or call us now.

If this job isn't quite right for you, but you are looking for a new position, please contact us for a confidential discussion on your career.

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