Location:100 Great Patrick Street, Belfast Salary: NJC points 12 - 15 £24,496 - £25,878 Fixed Term:Fixed term Maternity Cover - 1 year Reporting to:CEO Hours: 37.5 hours per week JOB PURPOSE: The Office Coordinator is responsible for coordinating administrative services and procedures to ensure organisational effectiveness and efficiency. The post holder will also support a programme of continuous organisational performance improvement. MAIN TASKS: Administration Manage all enquiries and correspondence to the charity including telephone, post, and email Manage and maintain office systems, including training platform & BreatheHR. Meet and support clients and visitors to VOYPIC. Manage office supplies and inventories for all locations. Assist with the planning and coordination of special events. Support with facilities and health & safety requirements. Assist leadership team and staff with administration. To ensure that all business processes operate efficiently and lead on quality improvements as required. Office Management Support key staff with practical aspects of office management across all locations eg repairs, maintenance, security, cleaning, to ensure offices are maintained to a satisfactory standard. Arrange servicing/repair/replacement of equipment/furniture and purchasing of stationery and other office supplies in line with financial procedures. Be familiar with Health and Safety Regulations, risk assessments, policies and procedures and ensure they are adhered. Executive Assistance Provide personal assistant support to the Chief Executive, to include diary management. Maintain strict confidentiality at all times complying with VOYPIC regulations and all relevant codes of conduct. Participate in team meetings, supervision and other team activities. Contribute to own supervision and development. To undertake tasks commensurate with the post. Document Writing and Presentation To assist in the design and publication of organisational information eg annual report, website material. Project Management: To support the leadership team with the design and implementation of delivery of organisational projects. To lead all administrative work associated with the organisation of VOYPIC events including conferences, agency days, training etc. Corporate Responsibilities The key responsibilities above give a broad outline of the functions of the post. However, these duties must be approached in a flexible manner. This Job Description is not definitive or restrictive and will be subject to periodic review in the light of developments. Requirements: Educated to GCSE grade A-C equivalent in English and Maths Two years experience in a similar role A commitment to VOYPICs values and principles