Clerical Supervisor

About the Role

Clerical Supervisor (Temp)

A well-established organisation based in Belfast, are currently seeking an experienced Clerical Supervisor to join their team.

This is a Full-Time, Temporary Position – initially for 6-9 months (to start immediately).

Working Hours: Monday to Friday (37 hours per week) – must attend the office at least 3 days per week.

With a salary of £15.83 - £16.16 per annum (dependent on experience).

Job Purpose:

You will be responsible for providing an efficient and effective support service to the Officers and Managers within the Joint Secretariat team.

Essential Criteria:

• Minimum of 1 years’ experience gained in an office environment.
• Minimum of 5 GCSEs grades A-C (including English Language and Maths) or equivalent OR a minimum of Leaving Certificate (Standard/Ordinary level) – 5 grades A-C (including English Language and Maths) or equivalent.
• Previous experience in an administrative capacity in an office environment with issues such as working with financial spreadsheets, processing invoice payments, creating and tracking changes on large reports, and interpretation of complex financial data.
• Experience of organising meetings and events in a professional context, including taking minutes.
• Experience managing non-financial data.
• Advanced IT skills with previous experience of using Word, Excel, SharePoint and PowerPoint in a business context.
• Excellent communication skills, both written and verbal with the ability to communicate with stakeholders at all levels.
• Ability to manage and prioritise a busy workload.
• Ability to work on your own initiative as well as part of a team.

Main Duties and Responsibilities:

• Assisting in the implementation of Investment Areas.
• Collation and monitoring of financial and non-financial information, producing financial reports and the Distribution of information.
• Providing secretariat functions (data processing, organising meetings, preparation of papers, minute taking, production of letters, memos, reports, and email correspondence).
• Liaising and maintaining networks with a wide range of individuals, organisations, and suppliers.
• Event planning and co-ordination.
• Recording, filing and retrieval of information and documentation including document control on JEMS (Joint Electronic Monitoring System), SharePoint and Content Manager.
• Maintaining and Reconciling budgets.
• Monitoring external contracts.
• Promotion of Investments Areas, liaising with and supporting applicants, assessment, and facilitation of Selection Panels. Preparation of reports, papers, proposals, letters, memos and presentations, including document formatting, proof reading, and editing.
• Providing secretariat function to the Programme Steering Committees and Accountable Departments, standard, working groups and ad-hoc meetings.
• Coordinate delivery and planning of in-person and online events.
• Tracking progress of projects in meeting milestones, including producing reports from databases that monitor the performance of the programme.
• Provide information to third parties, both written and oral, as directed by Programme Officers and Senior Management.
• Working with, understanding and interpreting financial and non-financial data using Microsoft Office and other programmes.
• General office administration including filing, photocopying, updating websites, scanning and any other ad hoc administrative duty as requested by Programme Managers/Officers.
• Prepare financial claims/invoices for payment.