Senior Administration Support Assistant

Job Title: Band 4 Senior Administration Support

Location: Ballymena

Duration: Temporary position, until March 2025 initially with possibility of extension

Hours: Full Time. Mon-Fri, 37.5 hours per week.

Salary:  £12.86 per hour.

On behalf of our client, we are seeking a Band 4 Senior Administration Support Assistant who will provide a high level of support to the Psychological Service area - assisting in the support of their professional teams and assisting with the day-to-day management of the admin office to ensure a smooth running, high quality service as well as providing line management support to administrative staff within Psychological Services.

Duties include:

• Responsible for the organisation and provision of administrative duties to the Service to include organising and maintaining diaries/schedules to arrange appointments and meetings; telephone services; mail management; type reports, memos, letters, forms etc., as required from manuscript, audio/digital dictation and notes using a word processing system.
• Provide line management to administrative staff within Psychological Service. Promote a culture of learning and development and facilitate arrangements for and participate in training and development of staff as agreed for the performance of their duties. 
• Arrange and service meetings including the preparation and timely issue of agendas and papers, subsequent production of minutes and the distribution of these together with other relevant documentation as necessary (at base or other locations as required).
• Responsible for initiating and follow up action arising from the various meetings within Psychological Services.
• Prioritise and take appropriate action in relation to email’s, telephone and other enquiries ensuring effective messaging and ‘bring forward’ systems are in place and necessary follow-up action is taken as well as appropriate reception duties.  This includes direct contact from members of the general public, service users and carers and liaising with outside agencies and other disciplines, dealing with enquiries as appropriate.
• Assist with the research, collation and presentation of information and reports within Psychological Services.
• Regularly review current office procedures and practices with the Senior Administration Manager and implement necessary improvements/changes across teams.
• Collate information in response to external enquiries, i.e. Freedom of Information requests, complaints, investigations, etc.
• Manage email account, and responsible for the maintenance of the departments stationery and the processing of stock and non-stock requisitions through e-procurement.
• Maintain and update manual/electronic records as required e.g. client and operational filing, shared drive, file management, IAO, IEAP, GRANT, RAANT.
• Act as conduit for all internal and external enquiries relating to the department and ensure necessary communication networks are maintained with the Service Manager and other professionals as necessary.
• Arrange cover as required for other admin staff during periods of absence or excess workload.
• Participate in induction, probation, KSF and training appropriate to the duties of the post maintaining staff relationships and morale.
• In agreement with the Service Manager, receive and send emails on their behalf if appropriate.
• Present a professional and appropriate image as the first point of contact to the Service.
• Maintain confidentiality within and without the workplace at all times.
• Through his/her own actions ensure adherence to the Principles of Equality and Human Rights legislation.
• Use Trust and Departmental technology in line with the Trust policies and procedures.
• Undertake any other duties as assigned by the Service Manager or the Senior Administration Manager/Business Support Manager to ensure the needs of the department are met.

Essential criteria:

• A HND/HNC in Business and/or Finance plus 2 years office administration and ICT experience plus English Language and Maths GCSE grade A – C.

OR

• 5 GCSE’s to include English and Maths plus 3 years office administration and ICT experience.

*In addition to the above applicants must possess:*

At least 1 year’s experience in minute taking AND at least 6 months experience managing staff.

Other essential criteria:

• Proven ability to manage and supervise staff – implementing change in line with the needs of the service. Set standards and monitor quality of service.
• Proven effective communication skills i.e. interpersonal, verbal and written.
• Proven effective organisational and time management skills.
• Ability to work as part of a team and to engage with senior members of staff.
• Ability to work under pressure and to prioritise and meet deadlines.
• Proven ability to exercise good judgement, initiative and discretion.

If you would like to be considered for this role or find out more, please email me your CV now by clicking on the link and I will be in touch. All details are treated in the strictest confidence.

If this role isn't quite right for you but you would like to look for a new opportunity, please get in contact with us.

Applicants must ensure their CV is accurate and up to date. The CV should include your full employment history inclusive of dates, all academic achievements and full personal contact details.

Apple Recruitment Services is acting as an Employment Agency in relation to this vacancy. Apple Recruitment Services is an Equal Opportunities Employer.