Administrator

Hours: Part time – 20 hours a week

Location: Adelaide House, Belfast, Northern Ireland

A great benefits package is offered, including an outstanding pension scheme (with an extremely generous employer contribution – on average 27% of your pay)

About the role

An exciting opportunity has arisen for a motivated and experienced Administrator / Business Assistant to provide highly effective administrative support for the Director of the Geological Survey of Northern Ireland (GSNI).

You will work closely with the GSNI Director with responsibility for preparing meeting agendas, collating associated papers, and taking minutes. An important part of the role will be diary management and travel bookings. Other duties/responsibilities include:

• Coordination of Health & Safety (H&S) administration including ensuring suitable Risk Assessments are prepared for all fieldwork and business travel.
• Coordination of purchasing including adherence and administration of relevant procurement.
• Management of all GSNI sales and the compliance with associated administration requirements including credit card returns.
• Maintenance of finance and audit records in compliance with BGS and NICS obligations.
• Management of GSNI consumables stock and ensuring adequate supply in advance of events.
• Coordination and monitoring of equipment for GSNI events including sign in / out procedures.
• Ensuring that room bookings are in place for all meetings and that appropriate IT equipment is available and operational.
• Organisation of hospitality for both internal and external meetings and events.
• Provide support for management of physical archives at both Castle Buildings and the Core Store.
• Provide a welcome for all external visitors to GSNI including liaison prior to visit and with reception at Adelaide House.

About you

You will have excellent verbal and written communication skills and be able to communicate with people at all levels clearly and concisely.  We are looking for highly organised candidates who also have knowledge of and experience of using a variety of Microsoft Office and other IT applications, in particular Outlook, Word, and Excel

Skills Specification - Criteria to be assessed at Shortlist ‘S’ and Interview ‘I’ Stage

Essential

• GCSE (Grade C/4 or above) or equivalent qualifications in Mathematics and English Language (S)
• A good level of work experience in an administrative/secretarial role, including experience of minute-taking, travel booking and procurement (S&I) and supporting staff at a senior/director level including managing electronic calendars (S)
• Working knowledge of Microsoft Office including Outlook, Word, Excel, PowerPoint, Teams and Zoom (S&I)
• Ability to work unsupervised and work within a variety of teams, and to demonstrate flexibility and participate as a team member (I)
• Excellent verbal and written communication skills and the ability to be discreet with a clear understanding of handling confidential information (I)

Desirable

• Valid driving licence and a willingness to drive as part of the role (S)
• You will be committed to a diverse and inclusive approach to work in the geosciences (I)

The closing date for receipt of applications is Sunday 13 October 2024. Interviews will be held on Friday 25^th October 2024 in Belfast. 

To apply, please click on the ‘Apply’ button above

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