Job Description

Grafton are currently recruiting for a high level administrative co-ordinator for 8 weeks cover. The post involves providing administrative support to the team and PA support to the Director and Assistant Directors when required. In addition this post will maintain quality standards across administration in whole team and manage internal and external communications. This post is for 8 weeks.

Requirements

Events Management:

To organise a range of events in relation to programmes of work being undertaken by NCB NI, including managing invitation and advertisement process and coordinating responses.

To liaise with colleagues/children & young people to ascertain their precise event requirements and produce detailed plans for events.

To coordinate staffing requirements and practical arrangements for the day of the event to ensure that all runs smoothly, handling queries and troubleshooting any problems on the day.

Administration:

Assist in collection of literature and other background information relevant to proposed or existing projects.

Make practical and administrative arrangements for research projects (for example, liaising with schools, arranging meetings and interviews) and help with a range of administrative tasks.

To cover reception duties including directing of phone calls, dealing with face to face enquiries and sorting incoming post.

To oversee implementation of Salesforce in NI team, ensuring effective use of the package across the whole team.

To maintain high quality standards across NI team regarding all aspects of administration delivery.

Essential Criteria

Experience of providing proactive administrative support to senior management in a busy office, including developing and coordinating office procedures

Excellent planning and organisation skillsExcellent communication and interpersonal skills including writing skills and experience of compiling material for written and electronic mediums

Experience of responding to a variety of enquiries

Experience of organising, servicing and minuting meetings

Excellent IT skills including up-dating and editing web based materials, managing financial data, up-dating complex databases and preparing materials for publication

Ability to work as part of a team

Ability to work autonomously, initiating effective administrative systems as required

Ability to travel and work outside office hours occasionally and with notice

Personal commitment to equal opportunities and anti-discriminatory practices

Design and formatting skills

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