Job Description Post: Administrator Location: 23-31 Waring Street, Belfast, BT1 2DX Hours: Permanent, 37.5 (Monday-Friday 9am-5pm) Grade: £22,482 per annum (Under review) Reports to: Operations Manager Basic Function: To provide day-to-day administration for Common Youth services and projects in line with Common Youth aims, policy, procedures and quality standards and to work closely with the Senior Management Team and all Common Youth staff.
Main responsibilities: Administration Provide administration services for all areas and departments within Common Youth ensuring done efficiently and in a timely manner.
First point of contact for staff sickness and arrange staff cover and support during periods of absence or leave.
Liaise with clinic staff to ensure general rota cover and prepare rota information for Finance Manager.
Open and distribute post/emails, dealing appropriately with enquiries; and despatch and record out-going post/emails.
Provide word processing, database, spreadsheets and other secretarial services to the Operations Manager and CEO as well as Common Youth staff, including diary management.
Ensure Common Youths filing and record systems are maintained, updated and kept confidential.
Update statistical data and provide data reports as required by funders and others.
Work strictly in line with confidentiality and data protection guidelines (GDPR).
Update all Common Youth Licence Agreement requirements.
Develop and maintain implant waiting lists and referrals.
Assist in the administration of all ongoing projects.
Manage and organise office activities, including scheduling meetings, preparing meeting rooms, and taking minutes as needed.
Reception, Clinic & Information Cover reception as and when required.
Ensure all new staff are familiar with the systems that operate at Common Youth and to train and support Reception Workers as appropriate.
Act as the first line of contact to visitors in person, online (including social media platforms, and via telephone.
Deal with any enquiries, referring on when appropriate.
Perform regular stock takes, counting, and ordering of stock and general housekeeping for overall smooth running of day-to-day clinics.
Office Management Manage staff cover and support during periods of absence or leave.
Ensure that stocks of stationery, equipment and leaflets are maintained and re-ordered when necessary and within budget.
Keep the Operations Manager informed of Common Youth activity (including social media), complaints, maintenance, security and health and safety needs.
Initiate repairs and maintenance of equipment and respond to emergency maintenance requirements.
Assist in the maintenance and upkeep of all Health & Safety related records/training.
Finance Process incoming and out-going invoices liaising with the Operations Manager, CEO and Finance Manager.
Oversee the petty cash and other sundry funds.
Other Duties Ensure that all necessary arrangements are made for meetings and events facilitated by Common Youth.
Have availability to occasionally work flexible hours when required.
Liaise with agencies in connection with upkeep of the building.
Carry out any other duties which may reasonably be required by Common Youth.
Person Specification: Essential Skills and Qualifications: Educational Background: Minimum of 5 GCSEs including Maths and English, or equivalent.
Level 2/NVQ in Business and/or Medical administration or equivalent Experience: 3 years relevant experience in administration Experience using office equipment (e.g., computers, scanners, printers) and familiarity with office management practices.
Technical Skills: Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and basic office software.
Comfortable with database management and data entry.
Comfortable with social media platforms.
Communication Skills: Excellent verbal and written communication skills with a polite and professional manner.
Ability to effectively communicate with staff at all levels and external stakeholders.
Organisational Skills: Strong organisational abilities with a keen eye for detail.
Able to manage time effectively, meet deadlines, and prioritise tasks in a busy environment.
Problem-Solving: Able to identify potential issues, troubleshoot problems, and suggest practical solutions.
Personal Qualities: Team Player: Positive and collaborative attitude; willing to support others and contribute to a cohesive team environment.
Self-Motivated: Takes initiative and is proactive in anticipating and fulfilling needs within the role.
Flexible and Adaptable: Open to learning new skills and adapting to changing processes or systems.
Ability to multi-task and work on multiple projects running at the same time.
Desirable Skills and Qualifications: Experience of working with young people Experience of working in a charity If you are interested in applying for this role, please submit your application form along with a supporting statement clearly demonstrating how you meet the requirements of the role, to .
Please also send back your Fair Employment and Disclosure Forms to this email.