Clerical Officer- Events Team

Your new company
Hays are working with the Northern Ireland Assembly to recruit 2X Clerical Officers to work within the Events team. Your new role
You will play a key role in managing visits and events to Parliament Buildings; meeting and greeting visitors; signposting and providing information; providing a range of guided tours of Parliament Building; providing administrative and operational support for activities undertaken by the Events Team including, but not limited to, event organisation (internal and external). Main duties and responsibilities include

• Providing high quality customer service to a diverse range of stakeholders and visitors;
• Welcoming visitors in the Great Hall, maximising opportunities to engage, providing a warm, friendly welcome to Parliament Buildings, connecting people and providing helpful, accurate information and signposting as required;
• Providing tours of Parliament Buildings to a wide range of audiences in a confident, inclusive, politically neutral and engaging manner.
• Assisting the Events Team Supervisor and Events Manager to continuously improve and develop visitor experience by providing input, ideas and feedback.
• Assisting with event management and delivery, problem solving and assisting event organisers as required;
• Building and maintaining good relationships with colleagues from other business areas and with Members.
• Managing electronic mailboxes, phone calls and dealing with routine correspondence accurately and promptly and forwarding to relevant staff as appropriate.
• Assisting in the gathering of information for distribution through internal and external communication channels, including but not limited to social media.
• Gathering information and feedback and using Microsoft Office and bespoke internal Assembly software systems and databases effectively to prepare documents.
• Managing own work to ensure the delivery of objectives.
• Providing high quality and timely administrative support, for example filing, photocopying and diary management.
• Inputting data and maintaining records in databases, spreadsheets and electronic filing systems to aid the storage and retrieval of electronic documents.
• Organising and providing support to meetings, events and visits including issuing papers, ordering hospitality, meeting and greeting external visitors and officials, and responding to any queries
• Recording information to support the production of minutes and draft minutes
• Checking and processing invoices for payment through electronic payment system.
• Carrying out other duties that the Assembly Commission reasonably requires of you.

What you'll need to succeed
GCE ‘A’ level passes A*-C in 2 separate subjects and 5 GCSEs at grade A*-C including English Language and Maths. Applications will be considered from applicants with formal qualifications of an equivalent or higher standard to those stated.
ANDAt least 2 years’ experience in a customer focused role of:
Providing information verbally in a clear and engaging manner to a diverse range of people at all levels, including members of the public, team members, and managers.
Working as part of a close-knit team to deliver a range of customer focused services to a high standard
Problem solving, organising workload and giving attention to detail to ensure excellent service delivery
Using effective written and administrative skills to produce clear, accurate, high quality work to deadlines.
ORAt least 4 years’ experience in a customer focused role of a) – d).What you'll get in return

• £13.87 per hour – equivalent to £26,691
• Temporary role for 6 months with possible extension
• Immediate start
• Online timesheets
• Access to retailer discounts
• Access to learning and development courses

The standard working week is 37 hours (excluding meal breaks) across 5 days, Monday to Saturday. Hours of work each day will be scheduled between 8.00am and 6.00pm. Working hours will be dictated by the mode of operation of the Northern Ireland Assembly (the Assembly) and will involve work into late evenings and on occasion, public holidays. You will also be required to work such additional hours as may from time to time be reasonable and necessary for the efficient performance of the duties. Overtime, where authorised, will be paid in accordance with the Assembly Commission’s Overtime Pay Policy.
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.
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