Business Management Administrator – Belfast.

Location: Belfast
Hours: Monday – Friday, 37.5 hours per week
Start Date: Immediate starts available, Temporary roles
Rate of Pay: £12.75 per hour

About the Role

We are currently seeking a Business Management Administrator to join our client in their Business Management Team. This is a varied and responsible administrative role, providing essential business support services that underpin the delivery of Postgraduate Medical and Dental Education and Training across Northern Ireland.

The successful candidate will support Business Management Officers in managing and coordinating business systems and processes, while also providing reception cover and acting as a key point of contact for both internal staff and external stakeholders.

Key Responsibilities

Business Management Support

• Assist with the administration, processing and reporting of Medical and Dental Trainee Study Leave and Travel Expense claims
• Liaise with Trainees, Educational Supervisors and Training Support staff to ensure claims are processed efficiently and in line with NIMDTA policies
• Manage shared Business Management inboxes and respond to email enquiries
• Check the accuracy of applications and travel information
• Update and maintain the Study Leave database and course register
• Monitor Study Leave expenditure and assist with the preparation of reports
• Support contracts, procurement activities and ensure compliance with procurement guidance
• Assist staff with HSC financial systems (including FPM and e‑procurement) and liaise with BSO Shared Service Centres
• Support procurement activities including venue hire, supplier quotations, and the booking of flights and accommodation
• Assist with the administration of Lay Representatives, maintaining registers and booking diaries
• Contribute to performance reporting and monitoring of Key Performance Indicators
• Deputise for Business Management Officers as required

Reception Duties

• Act as the first point of contact for visitors, providing a professional and courteous service
• Monitor visitor access and maintain security awareness
• Organise meeting room bookings and coordinate arrangements for meetings, courses and events
• Answer and direct incoming calls and relay messages
• Receive and process incoming and outgoing mail and deliveries

General Duties

• Support premises management alongside the Governance, IT and Premises Manager
• Ensure compliance with records management, data protection, equality, health & safety, and agency policies
• Maintain high standards of organisation, confidentiality and professionalism
• Assist with stock control and ordering of supplies

Planning & Organising

• Prioritise workload to meet daily and weekly deadlines
• Support forward planning for meetings, events and departmental requirements

Essential Criteria

Experience / Qualifications

• Five GCSEs (including GCSE Maths and English Language at Grades A–C*) OR equivalent qualification demonstrating literacy and numeracy OR a higher qualification
  OR
• 18 months’ relevant administrative experience in an office environment
  (Relevant experience includes tasks such as filing, word processing and general administration)
• At least one year’s experience using Microsoft Office (Word, Excel, Outlook or similar)

Skills & Abilities

• Ability to work independently and as part of a team to meet performance targets
• Strong ability to prioritise workload and meet deadlines
• Effective communication skills, both written and verbal
• Confidence using electronic systems and email communication
• High level of attention to detail and accuracy