Clerical Supervisor

Clerical Supervisor (Temp)

A well-established organisation based in Belfast, are currently seeking an experienced Clerical Supervisor to join their team.

This is a Full-time, Temporary Position – initially for 3-6 months (to start immediately)

Working hours: Monday to Friday 37 hours

Hybrid working of 3 days in the office and 2 WFH after induction/onboarding process that can take up to 12 weeks.

With a salary of £13.52 - £13.81 (dependent on experience)

Job Purpose:

You will be responsible for providing an efficient and effective support service to the Officers and Managers within the team. 

Essential Criteria:

• 5 GCSEs grades A-C (including English Language and Maths) or equivalent OR Leaving Certificate (Standard/Ordinary level) – 5 grades A-C (including English Language and Maths).
• Minimum of 1 years’ experience gained in an office environment.
• Previous and demonstrable experience in an administrative capacity within an office environment with issues such as working with financial spreadsheets; processing invoice payments, creating and tracking changes on large reports, interpretation of financial data.
• Experience of organising meetings and events.
• Advanced IT skills with previous experience of using Word, Excel, and PowerPoint (within a business context)
• The ability to collate and monitor non-financial information (reports etc.) and follow-up action as required as well as interpret financial and non-financial data and make appropriate recommendations.
• Excellent communication skills, both written and verbal with the ability to communicate with stakeholders at all levels.
• Ability to manage and prioritise a busy workload.
• Ability to work on your own initiative as well as part of a team.

Desirable Criteria:

• A relevant HND qualification or equivalent.
• Experience of providing secretariat functions to large meetings and events.
• Experience of working on large, centralised databases.

Main Duties and Responsibilities:

• Providing secretariat function for standard and ad-hoc meetings, including inviting participants, booking venues and catering, providing reception facilities, and making travel arrangements, creation and management of mailing lists (manual & electronic), minute taking, and coordinating response to actions, coordination and issuing of meeting papers.
• Coordinate delivery and planning of in-person and online events.
• Preparation of reports, papers, proposals, letters, memos, and presentations, including document formatting, proof reading and editing.
• Working with, understanding, and interpreting financial and non-financial data using Microsoft Office and other programmes.
• Working with and interpreting statistical & financial figures and producing tables and charts using Excel or PowerPoint as required.
• Preparation, issue and receipt of tenders and maintenance of associated files.
• Monitoring external contract, with supervision from Programme Officer/Manager.
• Processing invoices and claims for payment.
• Provide information to third parties, both written and oral, as directed by Programme Officers and Managers.
• Create and maintain appropriate filing systems, both manual and electronic to effectively manage all information within the Section.
• Carry out research tasks for ad-hoc projects when required.
• General office administration including filing, photocopying, faxing, scanning and clerical work.