Vacancy at Voice of Young People in Care
Office Coordinator
Salary
£24,496-£25,878
100 Great Patrick Street, Belfast BT1 2LU
Vacancy listed
27/02/2025
Application deadline
14/03/2025
Details
JOB PURPOSE:
The Office Coordinator is responsible for coordinating administrative services and procedures to ensure organisational effectiveness and efficiency. The post holder will also support a programme of continuous organisational performance improvement.
MAIN TASKS:
Administration
- Manage all enquiries and correspondence to the charity including telephone, post, and email
- Manage and maintain office systems, including training platform & BreatheHR.
- Meet and support clients and visitors to VOYPIC.
- Manage office supplies and inventories for all locations.
- Assist with the planning and coordination of special events.
- Support with facilities and health & safety requirements.
- Assist leadership team and staff with administration.
- To ensure that all business processes operate efficiently and lead on quality improvements as required.
Office Management
- Support key staff with practical aspects of office management across all locations eg repairs, maintenance, security, cleaning, to ensure offices are maintained to a satisfactory standard.
- Arrange servicing/repair/replacement of equipment/furniture and purchasing of stationery and other office supplies in line with financial procedures.
- Be familiar with Health and Safety Regulations, risk assessments, policies and procedures and ensure they are adhered.
Executive Assistance
- Provide personal assistant support to the Chief Executive, to include diary management.
- Maintain strict confidentiality at all times complying with VOYPIC regulations and all relevant codes of conduct.
- Participate in team meetings, supervision and other team activities.
- Contribute to own supervision and development.
- To undertake tasks commensurate with the post.
Document Writing and Presentation
- To assist in the design and publication of organisational information eg annual report, website material.
Project Management:
- To support the leadership team with the design and implementation of delivery of organisational projects.
- To lead all administrative work associated with the organisation of VOYPIC events including conferences, agency days, training etc.
Corporate Responsibilities
The key responsibilities above give a broad outline of the functions of the post. However, these duties must be approached in a flexible manner.
This Job Description is not definitive or restrictive and will be subject to periodic review in the light of developments.
Attached documents
| Title | File |
|---|---|
| Office Coordinator Candidate Info Pack | VOYPIC_Office_Coordinator_-_Feb_2025_.pdf |
| Office Coordinator Application Form | Application_Form_Office_Co-ordinator_Maternity_Cover_Feb_2025.docx |
| Office Coordinator Fair Employment Monitoring Form | VOYPIC_Fair_Employment_Monitoring_Questionnaire_FINAL.docx |