Administrative Assistant

Job Purpose: To provide effective administrative support primarily to the Policy and Programmes team, with a particular focus on the administration of training and events and membership services. The postholder will manage routine arrangements, communications, bookings and records, while working flexibly across Homeless Connect to respond to organisational needs and provide additional support when required.

Key tasks and responsibilities

Training and events

• Provide routine administrative support for training, conferences and events organised by the Policy and Programmes team.
• Oversee venue and catering arrangements, online access, room set-up and other practical requirements for training and events.
• Prepare and issue joining instructions, materials and other participant communications.
• Distribute and collect evaluation forms and maintain accurate booking and attendance records.
• Respond to routine queries from participants and confirm administrative arrangements with trainers, speakers, facilitators, venues and catering providers.
• Administer petty cash and vouchers to cover participant travel and expenses where required, maintaining accurate records in line with organisational procedures.
• Provide administrative support on the day of face-to-face and online training and events, as required.

Membership administration

• Respond to enquiries from prospective members, provide routine information and refer queries to the relevant colleague where appropriate.
• Maintain accurate and up-to-date membership records, contact details and related administrative systems.
• Administer the annual membership renewal process, including issuing renewal communications and following up outstanding responses.
• Prepare membership information, reports and correspondence as required.

Administrative Support

• Respond to routine telephone and email enquiries, provide accurate information where appropriate and refer more complex queries to the relevant colleague.
• Provide diary and appointment support to members of the Executive Team, including responding to routine emails and correspondence where appropriate.
• Arrange travel and accommodation for staff and external contributors when required.
• Provide administrative support to other teams and organisational activities in response to changing priorities, workload pressures and periods of increased need.
• Contribute to the planning and development of effective Policy and Programmes team support functions and, where required, wider organisational support arrangements.
• Raise and process purchase orders, ensuring compliance with relevant financial systems and organisational procedures.
• Maintain accurate and up-to-date records, documents and administrative systems.
• Support the coordination of communications and stakeholder engagement activities as required.

General

• Adhere to all compliance and confidentiality policies, ensuring legislative requirements are met.
• Carry out duties in line with the organisation’s policy on equality and diversity.
• Contribute to a positive, supportive, and effective team working environment.
• Actively participate in supervision, appraisals, work planning, professional development and training as required.
• Provide reasonable cover and additional administrative support across Homeless Connect during periods of absence, increased workload or changing organisational need.
• Undertake other relevant duties appropriate to the nature and grade of the role, as identified by the Line Manager or CEO.

The duties of the post may be reviewed from time to time in line with the needs of the organisation and the nature and grade of the role.

Job Types: Full-time, Permanent

Pay: £24,796.00 per year

Benefits:

• Company pension
• Work from home

Work Location: Hybrid remote in Belfast BT12 4AH