Office Administrator Ulster Region

Location UK / Belfast

Job Type Permanent full-time

Salary Not disclosed

Updated 5 days ago

Reference 1446478

 Job Description

Excellent opportunity for an Office Administrator Ulster Region

Job Title:  Office Administrator Ulster Region

Special Olympics Ireland is an all-island sports organisation for people with an intellectual disability. Our Vision is to drive and support a quality year-round sports programme that is embedded in local communities, resourced by vibrant and strong leaders, and offers health and well-being opportunities to athletes with an intellectual disability from 4 years of age upwards.  Our staff and volunteers are dedicated to changing lives of people with an intellectual disability through Sport. Special Olympics Ireland has one of the strongest Special Olympic programmes worldwide and we are looking for a motivated individual to join our dedicated team to help build upon our success in the Ulster region.

2020 is going to be a very exciting year for the Ulster region as in March 2020 the Special Olympics Ireland Winter Games will take place in Northern Ireland for the very first time.


The Office Administrator is responsible for the co-ordination and implementation of processes and procedures to ensure the day-to-day smooth running of the administrative support functions of our Ulster regional office.  Key areas of responsibility will include front-office reception services, clerical support, office post and stationery and a key element of the role will be the maintenance of monthly accounts and financial records, including petty cash. 

Duties and Responsibilities:

  • Implement general office processes to ensure the smooth and efficient operation of the regional office.
  • Maintain the day-to-day office accounts on a computerised accounting system. Maintain the financial records in line with central standardised filing procedures.
  • Assist in the preparation of month end accounts, to tight deadlines, to include bank reconciliations, query resolution and journal postings.
  • Assist the Regional Director with the management of Office Health and Safety, particularly updating relevant processes, procedures and documents in line with best practice and ensuring all staff members are kept briefed on up-to-date procedures.
  • Undertake the general administration tasks including day-to-day diaries, stationery supplies, filing, maintenance and inventory of equipment.
  • Assist in notifying all relevant personnel of planned meetings, to book meeting rooms and to record and distribute meeting minutes as requested by the Regional Staff.
  • Implement processes to ensure that incoming and outgoing post is managed in an efficient and cost-effective manner.
  • Implement standard procedures and use standardised documentation to ensure best practice is applied in the regional office.
  • Assist in the coordination of reports and updating of plans as required by the Regional Director.
  • To consult with the central Office Manager in matters relating to health & safety, reception, group policies and procedures
  • Provide support, when necessary, to the regional office staff, consulting with the Regional Director, to prioritise the workload.

Skills & Experience:

  • 2 years’ full time employment experience in a busy environment with responsibility for administration systems including file management.
  • Demonstrable experience in a position working with a computerised accounts system.
  • Demonstrable experience in drafting and dealing with correspondence and enquiries from the general public and/or partner organisations.
  • Ability to undertake work/ tasks involving a high degree of attention to detail and confidential
  • Competent in the use of Microsoft Office, in particular MS Outlook, Word, Excel and Databases.
  • Highly adaptable and flexible
  • Excellent communication skills, both verbal and written.
  • Ability to work effectively as part of a team.

To apply please click on the APPLY NOW button below to forward an up to date CV.

Closing date 16th October 2019