Administrative Assistant

Administrative Assistant, Temporary, Ballymena

Your new company
Hays are working with a public sector organisation to recruit for a temporary Administrative Assistant to assist with the provision of a wide-ranging, professional and confidential administrative support service to the Economic Development team with regard to all aspects of the service area. This role is based in Ballymena.
Your new role

Provision of general secretarial/administrative support to assigned senior staff within Economic Development, to include maintaining diaries and scheduling meetings, screening telephone calls and emails, respond to routine internal correspondence and prepare outgoing mail taking appropriate actions as required.

Provision of a general administration service, including word processing, maintenance of spreadsheets and databases, PowerPoint presentations, photocopying and scanning, localised filing systems and dealing with general enquires from the public.

Devise and maintain office systems to deal with the flow and storage of files and information both electronically and hard copy in compliance with auditing procedures.

Collate and produce management information and reports as directed.

Attend meetings, as required, to take notes, compile and agree minutes, noting attendance and follow up to identify/prioritise and action matters which require attention.

Coordinate courses/seminars and take lead responsibility for booking venues/accommodation, arrangement of catering/equipment/travel and responsible for delegate registration.

Support the team to comply with financial systems, e.g. processing orders, coding invoices, setting up new codes and ensuring invoices processed by payment deadlines.

Deal with queries from the public and relevant stakeholders in respect of areas of service delivery, including dealing with complaints in line with the customer complaints policy.

Assist with the production and delivery of all related publications, promotion material, online content and awareness events, liaising with the Procurement Service in relation to the purchase and production of marketing and promotional material and be responsible for stock control.

Assist with marketing and promotional campaigns relating to the department.

Provide support in updating and maintaining the company website, in relation to the department.

Provide cover or additional resources for other employees in the department in respect of meeting deadlines or when additional resources need to be applied to any specific duty of the department.

Participate in the formulation, implementation and evaluation of the Department Business Plan and relevant Service Plans responding to changing trends and citizen needs.

Achieve high standards of personal performance, through meeting agreed personal targets and undertaking planned programmes of professional development.

Examine opportunities to gain efficiencies and improve effectiveness including collaborative partnerships, joint working and other innovative approaches to achieve best value in the use of public money.

What you'll need to succeed

A minimum of two years' administrative experience in a busy office environment

The ability to deal efficiently with large volumes of work and be organised

The ability to successfully prioritising competing demands

Competent in the use of Microsoft Office applications including Word, Excel, PowerPoint and Outlook

Excellent communication skills

Analytical skills

What you'll get in return

£13.06 per hour

Temporary for 6 months

Immediate start

Online timesheets with weekly pay

Access to retailer discounts

Access to thousands of learning and development courses

What you need to do now

If you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or call us now.
If this job isn't quite right for you, but you are looking for a new position, please contact us for a confidential discussion on your career.
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