Administrative Officer

Job description

NIEL is seeking an Administrative Officer to join our friendly staff team. The NIEL Administrative Officer will work closely with the Senior Management Team in the development and delivery of services related to Human Resource Management and Governance. In addition, the post holder will ensure the effective and efficient day-to-day operation of the office.

Responsibilities

• First point of contact for incoming calls, directing queries to the appropriate staff, recording and forwarding of accurate messages
• Greeting visitors, maintaining sign in and security procedures
• Managing internal and external meeting room bookings, including by members
• Maintenance of stationery stocks, consumables & office equipment
• Providing admin support to the CEO as required e.g. assisting in the facilitation of internal and external meetings, booking travel & accommodation, processing purchase orders etc
• Ensuring general office maintenance
• Assist staff in the promotion and delivery of events including venue hire, catering, event admin etc
• Liaison with external suppliers - cleaning company, confidential waste, security system, fire protection system, insurance providers, training providers etc
• Act as Monitoring Officer for NIEL and lead on Fair Employment Monitoring Returns
• Record and produce reports on annual, flexi and sick leave
• Provide administrative support for the HR function
• Maintaining accurate and up-to-date personnel files
• Maintain accurate and up-to-date training records
• Oversee the return of annual PDR records
• Support the recruitment process of the organisation
• Lead on the development and coordination of inductions for new staff
• Assist in the development/review of HR Policies as required
• Lead on carrying out health and safety checks for the office
• Support the CEO in the maintenance and management of Health & Safety processes, policies and procedures for NIEL
• Support the CEO in the maintenance and management of Data Protection process, policies and procedures for NIEL
• Support the CEO in the regular review of Risk Register for NIEL
• Assist in the development/review of Governance Policies and handbook as required
• Assist with annual review of Terms of References for Committees
• Lead on the development of new governance policies and processes in conjunction with FHR
• Provide admin support to Board members as required e.g. assisting in the facilitation of internal and external meetings, booking travel & accommodation, processing purchase orders etc
• Lead on planning & organisation of the AGM
• Maintain records of all Council and Committee meetings compliant with legislative requirements
• Generally contribute to strategic direction of organisation
• To assist other members of staff as necessary
• To undertake all other reasonable duties as may be required

Skills and Qualifications

Essential Skills

• Experience of working within a busy office environment
• Experience of organising events and activities
• Working knowledge of IT systems including Microsoft Office packages
• Ability to plan and manage workload to meet agreed targets and deadlines
• Ability to work well within a team
• Good verbal and written communication skills

Desirable Skills

• Third level qualification or equivalent work experience in a relevant subject area (or at least 1 year’s equivalent experience in an environmental or climate related job or volunteering post)
• Experience with SAGE 50 for financial administration (not essential as training can be provided)
• Experience or knowledge of climate and environment related issues and demonstrated commitment to climate or environmental related work

Further Information

Wage: £25,000 per annum (pro rata)