Job Details
An opportunity for a pro-active, efficient and organised individual with key skills in administration and corporate support to step into a key role at Orchardville. This part time role will support the Corporate Services functions within the organisation i.e. the Chief Executives Office, Finance, HR and Health & Safety and the successful candidate will be expected to work collaboratively and flexibly as part of a team.
Job title: Executive Assistant
Hours: 18 hours per week. Work pattern to be agreed, ideally across 5 days per week.
Additional hours may be necessary to meet the demands of the post.
Salary: £23,322 per annum) pro rata (+ 7% non-contributory pension, after qualifying period).
Location: Role will be primarily office based at Orchardville HQ , 144 – 152 Ravenhill Road, Belfast. However, successful candidates will be expected to travel to other Orchardville sites occasionally.
Holidays: 25 days annual leave (pro rata) plus 12 statutory days.
Duration: Permanent subject to funding.
Job Description
Main Responsibilities
Chief Executive’s Office
The post-holder will provide professional, accurate and timely administrative support to the Chief Executive, whilst adhering to relevant policies, procedures, and confidentiality requirements. This will include:
- As the first point of contact for the Chief Executive’s (CEO) Office, deal with all enquiries in a professional and courteous manner, in person or via telephone / e-mail
- Organise refreshments, equipment etc. for meetings and events, where requested
- Organise board and sub-committee meetings as instructed by CEO.
- Ordering of stationary and other consumables for the CEO
- Establishing and maintaining an efficient centralised filing system for all activities undertaken
- Administrative support for the CEO including managing their diary and time efficiently, including the arrangement of appointments, meetings and functions.
- Organise, share and provide data following staff engagement surveys
- Organise key calendar events for the CEO’ office (AGM, Staff Development Days etc
Corporate Services Support
- General administration duties including photocopying, typing, taking minutes as/when required.
- Liaise with external HR support to ensure all relevant records for the CEO’s office are up to date. Working with the Senior Leadership Team and relevant managers/coordinators to maintain an up-to-date register of volunteers
- Assisting with communications, fundraising and event organisation as required, including any associated administration
- Attendance/administrative support provided to Senior Leadership/Management Team meetings as/when required
- Provide management information reports and feedback on all activities as required.
- Ensure relevant records systems (electronic or paper based) and databases within the department are accurate, up-to-date and effective.
- Process and retain information as required by legislation and / or the needs of the organisation including GDPR.
Essential Criteria
- 5 GCSE.s (Grade A – C) or equivalent, to include English & Maths or NVQ Level 2 Administration
- 2 years’ relevant experience working within an administration environment, preferably in an executive support function.
- Proficient in the use of Microsoft Office applications including Word, PowerPoint, Excel etc.
Desirable Criteria
- A-level or equivalent standard or education, or above
- 1 years’ experience of performing administrative duties within a voluntary sector/charitable organisation
- Experience of working with online or cloud-based Human Resource Information Systems.
- Current full driving license, valid in the UK, and access to a car or other form of transport which will permit you to carry out the duties of the post in full (successful candidates will be required to ensure that their insurance allows them to use their car for business purposes).
Additional
- Applicants must be able to demonstrate our values (EQUIP).
- The post holder will be asked for proof of the right to work in the UK.
- The post holder will be required to undergo an Access NI check (funded by Orchardville).
How To Apply
REQUEST AN APPLICATION PACK
from recruitment@wegobeyondhr.com. A CV will not be accepted as an application.
Closing date Sunday 30th November 2025.
