hours 3 hours per week salary per annum the principle duties of the post are administration to provide administrative clerical and secretarial support to the ceo and several departments in head office including hr finance outreach clinical services and youth as well as associate clients of the regional team and to assist with the day to day organisation and management of administration in the belfast centre to operate a busy switchboard receiving incoming calls and recording messages efficiently 3 to carry out general clerical duties eg organising and maintaining filing systems sorting and distributing mail other documents and information compilation of timesheets attendance sickness annual leave and associated hr records for the entire organisation to greet clients volunteers clients of the public and representatives of other agenciesorganisations in a friendly and professional manner and provide hospitality as required to operate requisitioning procedures including purchasing ordering receiving checking storage and distribution of resources for the entire organisation to encompass cleaning materials stationery and it equipment to record statistics of service users for the purpose of producing evidence for funders as per policies and procedures 7 to prepare organise and oversee monitoring requirements in line with policies and procedures to assist with organising residentials conferences seminars fundraising events and meetings etc as planned to attend various meetings and take minutes for transcription and dissemination information technology to maintain and update a confidential database system of new referrals and existing clients using appropriate software to provide necessary reports on a regular basis to fully utilise windows xpwindows 7 and all aspects of microsoft office suite for all word processing of documents letters reports etc to undertake all photocopying filing and faxing as required etc to respond to emailscorrespondence on behalf of the organisation and signpost to relevant staff as required management to organise weekly team meetings and minute accordingly to assist with monthly management board meetings and preparation of documentation eg agenda staff reports etc to maintain and improve systems andor contribute to the implementation of change in systems within head office and the organisation as a whole volunteer coordination to lead and provide administrative support for the volunteer work experience initiative to assist in the delivery of initial induction for all those on work experienceplacement taking particular responsibility for those on work experience in the area of administration to assist with the recruitment of volunteers for all areas of work experience and support thereafter other to develop a monthly update for dissemination to wave clients electronically and via post to promote the aims and objectives of wave through marketing strategies ie monthly updates newsletters web content management and annual reports etc to complete an individual monthly progress report for submission to the management board to undertake any other reasonable duties as deemed relevant by the management board essential criteria gcse english language at grade c or above or equivalent a minimum of 2 years experience in an administrative role within a clientfacing environment to