Your New Company Were delighted to be representing a prominent public body conducting a market search for an Administrative Officer to join their growing team in Belfast City Centre, on a full time permanent basis. Your New Role As the Administrative Officer, you will be working with the CEO Directorate, you will provide timely and high quality administrative and general office support to the Legal Team as required, including secretarial assistance to the Head of Legal. You will be required to perform such duties as are commensurate with this role and to undertake any other Officer level duties as may reasonably be required. This role would suit a proactive individual keen to use their initiative to provide well-reasoned solutions in a challenging area of work. You will already have the ability to work effectively under minimal supervision and engage positively and constructively with internal and external contacts. Key responsibilities Your main responsibilities are set out below. Assist and support the Head of Legal in forward planning of legal work and activities. Assist with meeting the requirements of all necessary internal policies and guidelines. Ensure that a first class and best practice, proactive, comprehensive support service is provided to the Legal team and all other internal and external customers. Present a proactive professional image and engage effectively with visitors, stakeholders and enquirers in person and by phone. Assist Legal team with all necessary administrative and office support functions. Act as first point of contact for incoming telephone enquiries. Manage Head of Legal mailbox including filing and clearing emails, scanning and printing for meetings, correspondence and ensuring 10-day turnaround for reply; Maintain filing systems (paper/electronic) including new files and support staff in ensuring that they are able to file material efficiently and promptly. Contribute to design of new organisation filing system. Liaise with Corporate Services Branch in the administration of information management. Maintain the Branchs library function, ensuring that papers and relevant publications are circulated and filed accordingly. Preparation and co-ordination of meetings and staff briefings including collation and circulation of agenda items, compiling and circulating minutes, preparing and issuing correspondence where appropriate and ensuring the required equipment is available. Work closely and support the work other administrative officers to ensure the delivery of office requirements as required. Ensure a regular update of directorate content to the organisations website and intranet. Organise and prepare for meetings including provision of refreshments, greeting visitors and registration as needed. Participate in development of a values driven, curious, straightforward business like ethos. Help to instill accountability within the directorate and adherence to best-practice personnel and agreed Office procedures. Assist Legal team to ensure that the directorate plans are met on time and ensure work objectives are delivered within the agreed budget. Completion & approval of director travel claims and checking for compliance with organisation policies and procedures. Maintain directorate hospitality register. Make travel bookings. Contribute to the evaluation and cost appraisals for new equipment etc. and bidding for funds through the budget process and/or in conjunction with the Corporate Services Branch. Assist directorate staff to adhere to all necessary audit and accountability requirements of organisation office policies. Be aware of, and adhere to, health and safety as part of the administrative support function. Contribute to the implementation of a Health and Safety policy for the Corporate Affairs directorate. Input to directorate risk register to the extent that the role and duties are relevant. Assist director in ensuring that risks are identified and mitigated within the directorate. Respond to external queries as appropriate. Ensure that a first class, pro-active admin support service is provided to the directorate. Build good relationships with directorate staff, the wider staff group and in particular the legal team. Build relationships with key external stakeholders. This list is not exhaustive and will change over time according to organisational need. The postholder will be required to carry out other duties as allocated by management. The statutory remit and organisational structure are continuing to evolve. It is therefore quite possible that the scope of the advertised role will evolve with consequential changes to the job description. What youll Need To Succeed As the Administrative Officer, you will fulfil the below criteria; A minimum of 2 years working experience in the provision of high quality administrative support services. Proven experience of working effectively within an admin role: within tight deadlines; supporting senior management; and communicating effectively within a team, in a busy office environment. Proven experience and proficient use of office IT applications to include Outlook, MS word, Excel. Ability to positively demonstrate by examples, an understanding of and commitment to further workplace values that align to those of the organisation. Desirable Criteria In the event of a large number of applicants, the following desirable criteria will be used as further shortlisting criteria. This criterion should be demonstrated on the application form and may be tested further at the interview stages. Proven experience of working within a legal environment or providing admin support to a legal team/counsel. What You'll Receive In Return Permanent, full-time. Flexible working arrangements will be considered. 37 hours per week. £31,690 to £34,695 per annum. Northern Ireland Civil Service (NICS) pension arrangements. 25 days per annum (rising to 30 days after two years), and additional 12 public and privilege days. Applying For Your New Role Does this position sound of interest? Please submit your CV confidentially and we will be in touch shortly to discuss the opportunity in further detail. Or, if you prefer to chat about the role confidentially before submitting a CV, please get in touch via the contact details provided. Skills: Administrative Officer Administration Legal Secretary Benefits: Excellent Salary Excellent Pension Hybrid Working