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Administrator / Business Assistant
| Posting date: | 02 July 2024 |
|---|---|
| Salary: | £23,328.00 per year, pro rata |
| Hours: | Part time |
| Closing date: | 25 July 2024 |
| Location: | Belfast, Northern Ireland |
| Remote working: | Hybrid - work remotely up to 3 days per week |
| Company: | NERC |
| Job type: | Permanent |
| Job reference: | 240000LX |
Summary
UKRI B, £23,328 per annum (pro rata), Permanent, part time – 20 hours a week
Adelaide House, Belfast, Northern Ireland
Closing date: 25 July 2024
The successful applicant 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, travel booking and arising daily tasks and queries for GSNI staff. 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.
• Ensuring effective document management and filing.
• 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 the GSNI office is tidy, in compliance with H&S regulations and clear desk policy.
• Carrying out document scanning and filing as appropriate.
• 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.
• Ensuring that GSNI hospitality supplies are maintained and available for meetings.
• Maintain office correspondence including post, draft routine correspondence both electronic and paper.
• 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.
• Assisting with the acknowledgement, internal distribution and monitoring of external enquiries.
You will be educated to at least GCSE (or equivalent) standard including Maths and English with experience of providing high-quality support in an administrative or secretarial role.
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, plus a willingness to develop these skills further.
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)
• Demonstrates an enthusiasm for the work of BGS/UKRI and the BGS core values of impact, impartiality, and knowledge (S&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)
Applicants are required to include a CV and covering letter outlining their suitability for the role. We would stress the importance of this paperwork in our selection process.
If you experience any issues applying for this role, please contact Recruitment@ukri.org.
Adelaide House, Belfast, Northern Ireland
Closing date: 25 July 2024
The successful applicant 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, travel booking and arising daily tasks and queries for GSNI staff. 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.
• Ensuring effective document management and filing.
• 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 the GSNI office is tidy, in compliance with H&S regulations and clear desk policy.
• Carrying out document scanning and filing as appropriate.
• 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.
• Ensuring that GSNI hospitality supplies are maintained and available for meetings.
• Maintain office correspondence including post, draft routine correspondence both electronic and paper.
• 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.
• Assisting with the acknowledgement, internal distribution and monitoring of external enquiries.
You will be educated to at least GCSE (or equivalent) standard including Maths and English with experience of providing high-quality support in an administrative or secretarial role.
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, plus a willingness to develop these skills further.
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)
• Demonstrates an enthusiasm for the work of BGS/UKRI and the BGS core values of impact, impartiality, and knowledge (S&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)
Applicants are required to include a CV and covering letter outlining their suitability for the role. We would stress the importance of this paperwork in our selection process.
If you experience any issues applying for this role, please contact Recruitment@ukri.org.
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Disability Confident
About Disability Confident
A Disability Confident employer will generally offer an interview to any applicant that declares they have a disability and meets the minimum criteria for the job as defined by the employer. It is important to note that in certain recruitment situations such as high-volume, seasonal and high-peak times, the employer may wish to limit the overall numbers of interviews offered to both disabled people and non-disabled people. For more details please go to Disability Confident.