Admin Assistant | Employers For Childcare

Employers For Childcare is one of Northern Ireland’s largest and most successful Social Enterprises and charities. Our profitable Social Enterprise businesses fund the work of our charity and we are proud to have been 100% self-financing since 2008. It’s an exciting time in our development, with the reopening and expansion of our newest business, High Rise in Lisburn.

Joining the Employers For Childcare team, you’ll benefit from a competitive salary together with a wide range of benefits including generous holiday entitlement, company pension scheme, health care cash back scheme, onsite parking, staff discount in High Rise and the opportunity for training, personal and professional development and career progression.

Job Title:                        Admin Assistant

Reporting to:                Office Manager

Contract type:              Permanent (office based)

Hours of work:             Part time or full time (minimum 16 hours per week)

Salary:                            £22,737 – £23,893 (NJC Scale 2-3)

Conditions:                  A six month probationary period applies. Office based.

Main Responsibilities

The post holder will work as part of a busy, highly focused and professional team providing full general and financial administration services within the organisation including responsibility for reception, filing, equipment maintenance, operational duties and excellent customer service. The post holder will work across all departments within the organisation.

Specific Duties

Direct Customer Service

  • Greet clients upon arrival, provide tea/coffee, and direct as appropriate.
  • Organise catering arrangements for meetings.
  • Operate switchboard and answering machine, answer enquiries and direct incoming calls to internal extensions in a professional and efficient manner.
  • Maintain a record of incoming calls and relay messages in a timely and efficient manner.
  • Professionally handle incoming calls and correspondence, prioritise and take appropriate action.
  • Respond to queries from parents, employers or childcare providers with regard to their account and update system as required.

General Administration

  • Manage and organise the reception area and other general office areas ensuring a tidy and safe work environment by completing a Daily Checklist.
  • Accurately type, edit (when necessary) and present correspondence and reports to a professional standard.
  • Process incoming and outgoing mail on a daily basis, including distributing mail internally and maintaining post book records.
  • Provide a comprehensive administration service, using a range of computer packages, including Microsoft Word, Access, Excel, Powerpoint, and Outlook.
  • Establish, maintain and develop computerised and manual filing systems and movement schedules as required.
  • Be responsible for stock levels and make monthly orders as required.
  • Carry out desk research via internet, cold calling etc and update and maintain a database of contact details as required
  • Make outbound calls to provide information on our services to new and current customers.
  • Some travel will be involved in this role to include delivering and collecting mail from the post office, delivering documents for signature and picking up office supplies at the shop.

IT & Equipment Support

  • Check and maintain photocopier and all printers for consumables replacements, toners etc.
  • Maintain records on equipment faults and book maintenance visits as directed by Line Manager

Communication, Personnel and Organisational Development

  • Participate in regular staff training and development activities on company services, operating systems, processes and procedures and contribute to same.
  • Acquire and retain in-depth knowledge of existing and new company services.
  • Work flexibly and across teams and organisational functions as required.
  • Participate in external promotional events at times and venues required including evenings and weekends, and travel as required to meet the needs of the organisation.
  • Demonstrate a calm, controlled, pleasant and warm manner with all clients and colleagues.
  • Display a flexible and cooperative approach at all times, treating all clients and colleagues with courtesy and respect.
  • Train colleagues in general duties of post in order to ensure organisation has adequate cover in times of need.
  • Undertake any other reasonable duties appropriate to the achievement of the organisation’s goals and targets.

Information Security

  • Comply with the organisation’s Security & Confidentiality policy at all times, ensuring the highest levels of information security, data protection and confidentiality.

This job description is neither exhaustive nor exclusive and may be reviewed depending upon operational requirements and staffing levels.

View the full job description and personnel specification here.

Closing date: Wednesday 24 January at 12 noon.

To apply for this role, please click here to send your CV.