Bluestones Staffing
BSNI are working with Lisburn and Castlereagh City Council to recruit a Senior Administrative Assistant – Admin & Clerical. This role is temporary.
Employment type
Temporary
Number of people required
1
Target start date
25 May 2026
Duration
24 Weeks
Hours per week
37
Rate
PAYE: £16.90 per hour
Job location
Civic Centre Lagan Valley Island, Lisburn, Lisburn and Castlereagh, BT27 4RL, United Kingdom
Work pattern
To be confirmed – based on operational requirements
KEY PURPOSE OF JOB:
The post holder is responsible for the provision of a confidential, comprehensive secretarial and administration service for the Head of Communities responsible for Arts, Culture, Community Services, Community Planning, PEACE and Policing & Community Safety Partnership (PCSP). This role requires regular communication and interaction with Elected Members, Senior Officers and a wide range of external stakeholders.
KEY RESPONSIBILITIES
Provide confidential and comprehensive secretarial support for the Head of Communities. Compile and collate reports and minutes to meet strict deadlines e.g. in relation to the Head of Communities Monthly reports to the Communities & Wellbeing Committee, working groups and Council meetings as required.
Management of the Head of Communities Diary and email, including scheduling of meetings both internal and external.
Dealing with correspondence and the co-ordination of general admin from all sections within the Communities Unit on behalf of the Head of Communities.
4. Develop and maintain an appropriate filing system, including updating and reorganising as necessary and manage an effective and efficient well programmed office for the Communities Unit to support the Head of Communities in all their work.
5. Compile, monitor, maintain and report on personnel records and inventory of absence including holidays, TOIL, sickness absence and other relevant absences for all staff within the Communities Unit.
6. Manage all incoming correspondence including telephone calls and enquiries to the Head of Communities and redirect as necessary by prioritising their importance, urgency and relevance.
7. Liaise with the Chief Executives Offices, Directors, other Officers and outside agencies as necessary, inducing taking bookings, organising meetings and hospitality, events etc.
8. Assist in dealing with complaints and enquiries referred to the Head of Communities, using own initiative when attending to such matters or referring to other appropriate Officers when necessary, and follow up on any outstanding matters.
9. Processing bookings for meetings/visits and overseeing catering arrangements for events and other receptions.
10. Establish and utilise data bases and spreadsheets for specific areas of work within the Communities Unit and preparing other statistics as required.
11. Maintain administrative systems for the Communities Unit such as;
Responsible for petty cash;
Reconciling and coding Credit Card Statement;
Collation of budget reports and performance management information
12. Such other related duties as may be requested by the Head of Communities and cover in event of emergency, staff absences through sickness etc.
13. Ensure compliance with all Council policies and procedures and operate within the highest standards of personal behaviour, which reflects the core values and behaviours of the organisation.
Note:
The post holder should be aware that the responsibilities and functional areas of the post may be subject to change as a result of organisational change. The Council therefore reserves the right to change the duties of the post by adding to or amending the range of functional responsibilities. The post holder will be required to be flexible and adaptable to meet the changing needs and requirements of the organisation.
It is essential that applicants have a minimum of:
5 GCSE passes at grade A-C, NVQ level 2 or equivalent.
A minimum of 2 years employment experience in the following:
For more information contact Jessica or Debbie on 02895219313
BSNI are an acting recruitment agency.