Job Role: Office Manager (Band 5)
MPA are currently recruiting a Band 5 Office Manager for our public service client based in Belfast.
The postholder will be responsible for providing comprehensive and efficient administrative and high standard business support to the Chair, Chief Executive, and Board Secretary. The postholder will have significant administrative/office and team management expertise with advanced IT skills and an ability to multi-task and prioritise workload. He/she will be responsible for the day-to-day management of the Chair and Chief Executive’s office, including line management of staff in the office.
The post holder will assist in ensuring that all Board, Committee meetings, and workshops are efficiently and effectively organised and managed, in line with the Trust’s Standing Orders and requirements of the Chair, Chief Executive, and Board Secretary.
Location – Belfast
Hours of Work – 37.5 hours per week
Salary - £14.53 per hour
Job Duties:
* Lead in the provision of a high-quality administrative and business function to ensure the effective and efficient running of the offices of the Chairman and Chief Executive. To take the lead in the improvement of administrative and support services within the Chief Executive and Chair office.
* Manage all correspondence coming into the Chair and Chief Executive’s offices. Action correspondence on own initiative – delegating to other Trust officers, seek comments and draft responses for the Chair and Chief Executive sign off.
* Action all queries raised by external and internal stakeholders, for example, other HSC organisations, MPs, and MLAs, with the Chair and Chief Executive in a way which ensures such issues are prioritised appropriately, a full response is developed and is issued in a timely manner.
* Maintain and develop an effective filing function, both manual and electronic, within Chair and Chief Executive’s offices and ensure an effective bring forward system is in place to facilitate the follow-up of outstanding matters within related timescales.
* Assist in the timely planning and organisation of corporate events, including the preparation of programmes and papers, eg VIP visits to the Trust, conferences, official openings, Long Service/Awards Ceremony etc, as required, and act as the Trust’s point of contact, liaising with Trust Communications as necessary, for external organisations such as the Northern Ireland Office, Minister’s office, and other Departmental offices.
* Co-ordinate and draft responses, where appropriate, on behalf of the Chair and Chief Executive’s offices to requests relating to the Freedom of Information Act for consideration prior to issue.
* Act as the point of co-ordination for all travel approvals and ensure completion of the relevant returns in line with Departmental requirements.
* Assist in ensuring that appropriate processes are in place to take forward the completion of NED annual appraisals by the Chair and the consideration of Directors’ objectives by the Chief Executive.
* Manage the administrative staff who work in the Chief Executive’s office.
* Arrange meetings, events, and conferences as directed. Manage correspondence and liaise with a range of individuals and organisations as point of contact. Communicate complex, sensitive information to a range of people internally and externally.
* Be proactive in developing local protocols and procedures.
* Assist in ensuring high-quality communication between the Trust’s Chair and Chief Executive and the Trust’s Non-Executive Directors.
* Assist in ensuring adequate arrangements are in place for the provision of annual leave cover.
Essential Criteria:
A University Degree AND 1 years’ experience (at Band 4 or equivalent) of supervising staff.
OR
Administrative experience extending over at least 5 years to include 2 years’ experience (at Band 4 or equivalent) of supervision of staff.
AND possess an advanced knowledge of Microsoft Office Professional Suite or equivalent e.g. Word processing, creating spreadsheets, email management, creating databases, PowerPoint presentations.
*Supervision of staff is defined as direct line management (at Band 4 or equivalent level) of 3 or more staff in an administrative environment.
Hold a current full driving license which is valid for use in the UK and have access to a car on appointment. This criteria will be waived in the case of applicants whose disability prohibits driving but who have access to a form of transport approved by the Trust which will permit them to carry out the duties of the post.
Have excellent communication skills both orally and in writing.
RSA Typing Qualification/ECDL or equivalent Business Administration or management qualification.
Ability to minute/note take at Committee level, meetings etc.
Have a confident telephone manner and a high level of interpersonal skills.
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