Admin & Clerical Assistant
Venesky-Brown’s client, a public sector organisation in Armagh, is currently looking to recruit an Admin Support for a contract until 5th December 2025 on a rate of £12.31/hour (PAYE).
*Access NI Enhanced checks required, and must have driving licence with access to a car*
Responsibilities:
– Making appointments.
– Maintain diaries.
– Completion of off Duty
– Receiving, processing and distributing incoming mail, personally dealing with routine items.
– Establish and maintain effective filing systems within the department.
– Maintain and update data bases required within the department i.e. staff absences, training matrix, NISCC registrations.
– Receiving telephone calls and taking action in accordance with procedures.
– Stock control and ordering domestic cleaning supplies and toiletries on eProcurement system.
– Stock control and ordering food and kitchen supplies on eProcurement system.
– Complete submission of monthly and weekly timesheets.
– Complete weekly/ monthly occupancy returns using excel.
– Weekly Petty Cash management.
– Lodgement of Cash – for service user meals using agreed system.
– Be responsible for maintaining a stock of stationary, equipment and supplies.
– Prepare staff files.
– Prepare Client Files.
– Management of files and records in line with Good Management Good Records (2015) policy & procedure including the retention and disposal schedule of information within the department. To include closing records etc.
– Deal with ad hoc enquires that come into the Department.
– Provide admin cover across the Department when required.
– Reporting of vaults as and when they arise on appropriate systems.
– PPI/ questionnaire feedback.
– Updating policies and procedures & all other information that requires updating weekly/ monthly as required to meet needs of service.
– Participate in a formal programme of supervision with designated Line Manager.
– Participate in staff training and quality improvement initiatives.
– Contribute to the necessary collation of statistical returns and other information required on a monthly basis and when required.
– Any other duties of a similar nature which may be assigned by the facility manager as circumstances dictate.
– Ensure that the policies and procedures are adhered to. These include: Health and Safety, Confidentiality, Incidents and Accidents, Commendations/Complaints, Handling and security of money and Fire Prevention.
– Collate and distribute information within and outside the organisation, in a timely way.
– The post holder is responsible for maintaining all information in the office in a structured and accessible manner, maintaining confidentiality and accuracy in accordance with legislative needs of the organisation.
– Comply fully with policy and procedures regarding handling and lodging of monies.
– Operate relevant computerised information systems such as ordering of goods, cleaning products and reporting faults and repairs as required.
– Carry out all general clerical duties such as photocopying, completion of letters faxing etc.
– Carry out any other duties as may be assigned from time to time by Line Manager.
Essential Skills:
– 4 GCSEs at Grades A-C including English Language and Maths or equivalent/higher qualification AND 1 years’ experience in a clerical/administrative role OR 2 years’ experience in a clerical/administrative role.
– Experience in the use of Microsoft office products including Word, or equivalent.
– Ability to work as part of a Team.
– Ability to use own initiative
– Good organisational skills with an ability to prioritise own workload.
– Effective communications skills to meet the needs of the post in full.
– Hold a full current driving license valid for use in the UK and have access to a car on appointment.
If you would like to hear more about this opportunity please get in touch.
*Access NI Enhanced checks required, and must have driving licence with access to a car*
Responsibilities:
– Making appointments.
– Maintain diaries.
– Completion of off Duty
– Receiving, processing and distributing incoming mail, personally dealing with routine items.
– Establish and maintain effective filing systems within the department.
– Maintain and update data bases required within the department i.e. staff absences, training matrix, NISCC registrations.
– Receiving telephone calls and taking action in accordance with procedures.
– Stock control and ordering domestic cleaning supplies and toiletries on eProcurement system.
– Stock control and ordering food and kitchen supplies on eProcurement system.
– Complete submission of monthly and weekly timesheets.
– Complete weekly/ monthly occupancy returns using excel.
– Weekly Petty Cash management.
– Lodgement of Cash – for service user meals using agreed system.
– Be responsible for maintaining a stock of stationary, equipment and supplies.
– Prepare staff files.
– Prepare Client Files.
– Management of files and records in line with Good Management Good Records (2015) policy & procedure including the retention and disposal schedule of information within the department. To include closing records etc.
– Deal with ad hoc enquires that come into the Department.
– Provide admin cover across the Department when required.
– Reporting of vaults as and when they arise on appropriate systems.
– PPI/ questionnaire feedback.
– Updating policies and procedures & all other information that requires updating weekly/ monthly as required to meet needs of service.
– Participate in a formal programme of supervision with designated Line Manager.
– Participate in staff training and quality improvement initiatives.
– Contribute to the necessary collation of statistical returns and other information required on a monthly basis and when required.
– Any other duties of a similar nature which may be assigned by the facility manager as circumstances dictate.
– Ensure that the policies and procedures are adhered to. These include: Health and Safety, Confidentiality, Incidents and Accidents, Commendations/Complaints, Handling and security of money and Fire Prevention.
– Collate and distribute information within and outside the organisation, in a timely way.
– The post holder is responsible for maintaining all information in the office in a structured and accessible manner, maintaining confidentiality and accuracy in accordance with legislative needs of the organisation.
– Comply fully with policy and procedures regarding handling and lodging of monies.
– Operate relevant computerised information systems such as ordering of goods, cleaning products and reporting faults and repairs as required.
– Carry out all general clerical duties such as photocopying, completion of letters faxing etc.
– Carry out any other duties as may be assigned from time to time by Line Manager.
Essential Skills:
– 4 GCSEs at Grades A-C including English Language and Maths or equivalent/higher qualification AND 1 years’ experience in a clerical/administrative role OR 2 years’ experience in a clerical/administrative role.
– Experience in the use of Microsoft office products including Word, or equivalent.
– Ability to work as part of a Team.
– Ability to use own initiative
– Good organisational skills with an ability to prioritise own workload.
– Effective communications skills to meet the needs of the post in full.
– Hold a full current driving license valid for use in the UK and have access to a car on appointment.
If you would like to hear more about this opportunity please get in touch.
