Business Support Services Administrator

Business Support Services Administrator

Location: Lisburn
Pay Rate: £15.38 per hour
Contract: Up to 6 months, with the possibility of extension
Monday – Friday day shift 

About the Role

We are seeking a highly organised and customer-focused Business Support Services Administrator to join a busy and professional team based in Lisburn. This is an excellent opportunity for an experienced administrator who enjoys working in a fast-paced environment, providing high-quality business support and acting as a key point of contact for staff, visitors and external stakeholders.

The successful candidate will play a vital role in ensuring the efficient operation of reception, administrative and support services across the organisation.

Key Responsibilities

The successful applicant will be responsible for, but not limited to:

• Providing an effective reception and switchboard service, acting as the first point of contact for visitors and callers.
• Managing telephone enquiries professionally and directing calls to the appropriate departments.
• Monitoring and responding to enquiries received through the organisation’s mailbox, ensuring timely and accurate responses.
• Controlling access to Headquarters and car park facilities, including maintaining visitor logs and issuing visitor identification badges.
• Directing safeguarding concerns and calls in accordance with established safeguarding procedures.
• Delivering efficient administrative support for meetings and projects, including:
  • Scheduling meetings
  • Preparing agendas
  • Minute taking
  • Recording and monitoring follow-up actions
• Preparing, collating and distributing correspondence, reports, statistics, presentations and confidential documentation.
• Providing guidance and support to colleagues regarding administrative processes and procedures.
• Managing incoming and outgoing mail while ensuring confidentiality and data security.
• Coordinating deliveries and collections through Reception.
• Maintaining First Aid supplies and responding appropriately to First Aid calls, contacting designated First Aiders or emergency services where required.
• Managing, investigating and responding to Fixed Penalty Notices in a timely and professional manner.
• Arranging travel bookings for Board Members and staff in compliance with organisational and Department of Health guidance.
• Maintaining administrative systems, including e-procurement processes.
• Gathering and recording electronic register information to facilitate timely authorisation processes.
• Developing and maintaining databases, spreadsheets and records, ensuring accuracy and timely updates.
• Supporting the maintenance of inventories, postal services records and travel request systems.

Essential Criteria

Applicants must:

• Possess a minimum of 5 GCSEs at Grade C or above (or equivalent) , including English Language and Mathematics .

AND

• Have at least 2 years’ experience working in a busy office environment carrying out a range of business support and administrative duties, including scheduling and providing administrative support for meetings.

AND

• Demonstrate a working knowledge of Microsoft Office applications, particularly:
  • Microsoft Word
  • Microsoft Excel
  • Microsoft Outlook

Skills and Attributes

The ideal candidate will demonstrate:

• Excellent communication and interpersonal skills.
• Strong organisational and time-management abilities.
• Exceptional attention to detail and accuracy.
• Ability to handle confidential and sensitive information.
• Strong customer service skills.
• Experience managing competing priorities within tight deadlines.
• Ability to work effectively both independently and as part of a team.
• Professional and proactive approach to problem-solving.

To apply please send your CV via the link