Administrative Officer

We are hiring Meet & Greet Administration Officers !
Location: Belfast, BT8 6FY
Salary: £12.84 per hour
Contract: Temporary, 6 months with view to extension
Working Days: Full time, Monday to Friday
Hours: 37 hours per week, between the hours of 07:30 and 18:00 - shifts worked on a weekly rota
Brook Street in partnership with the Home Office has a fantastic opportunity to join the Meet & Greet team at the Belfast Home Office.
The administration team supports decision makers in all administrative aspects in the life cycle of a case, from correspondence handling to implementation of decisions. The team is also central to provision of an excellent customer service in asylum. We provide a face-to-face meet & greet procedure and take the biometrics of our customers when they attend the office. We are a contact point for customers and Legal Representatives of those who live in our area.
You will work as part of an administrative team and will be expected to complete the full range of administrative tasks, including front facing roles. Operational Excellence is at the forefront of what we do.
Key Responsibilities:
Meet and Greet customers as they arrive in our office for interview and liaise with other staff.
Escort customers around secure buildings.
Taking fingerprints and photographs of asylum customers attending the office.
Accurately update internal computer systems including CID and ATLAS.
Conduct operating mandate checks on cases within specified timeframes.
Monitor and update local spreadsheets accurately.
Allocate cases to Decision Makers as and when is required.
Statistical reporting.
Overseeing the enquiries inbox
Scan and save documents from internal systems.
Creating case files.
Monitor the storage of documents in-line with GDPR guidelines.
Liaise with internal and external stakeholders in order to progress cases.
Liaise with Technical Specialists regarding the priority of urgent cases.
Undertaking monthly 1-2-1 conversations/coaching sessions where required.
Assist in promoting and embedding Operational Excellence behaviours and practices across the unit.
Maintain a high level of data quality and conduct all tasks in line with Civil Service Regulations.
Building and maintaining a strong working rapport with team members based in alternate locations.The above list of duties is not exhaustive, and you may be required to undertake any of the above tasks or additional tasks not listed above, within the remit of your grade, to support the team.
Essential Criteria:
IT literate (Excel, Word, Outlook)
Be willing to be front facing; dealing with asylum customers, guards, interpreters, and other staff members
Attend the office 5 days a week
Good communication and interpersonal skills (both verbal and written)
Professional and customer-focused, ability to understand the needs of vulnerable customers
Ability to work closely with others to achieve a shared goal
Adaptable in dealing with changing prioritiesTraining provided:
No holidays during the 4-week training period
Training on the job, e-learning, such as Health and Safety and First Aid** You will be required to undertake security clearance for these roles, and it is imperative that you hold a valid passport and be able to provide two proofs of current address and a proof of national insurance document. **
Start dates will be confirmed once we have had security clearance back.
Due to the volume of applications we receive, if you do not hear back within 7 days, please assume that you have been unsuccessful.
At Brook Street, we believe that by harnessing diversity of thought and experience across our company, exceptional things happen. We continually strive for a highly diverse workforce and an inclusive culture where everyone feels valued, listened to and able to discover their personal best.
Brook Street is a Disability Confident Leader, and we have also hold Gold Award status from the Defence Employer Recognition Scheme.
Our supply of Contingent Workers to the Public Sector Resourcing Framework (PSR) has driven us to take further steps in supporting candidates with disabilities or veterans. Through our Guaranteed Interview Scheme, we offer candidates with disabilities and veteran who meet the stipulated criteria for the role, a guaranteed interview with a PSR Sourcer.
Should you identify as a candidate with a disability or as a veteran, we encourage you to reach out to us via the Brook Street website. Here you will find a link to register your interest and the role that you are interested in. We are committed to engaging with you.
Throughout the application process we will discuss any reasonable adjustments needed. Your comfort and accessibility are of utmost importance to us, and we are eager to ensure a seamless communication journey