Job Description

Main Function of Job:

The main purpose of this job is to provide an efficient and professional reception for Lisburn Enterprise Organisation and to provide general administrative support to internal and external clients. This is a full-time office based role.

Main Tasks and Duties:

Telephone System

Operate LEO's switchboard; receiving and transferring telephone calls, announcing callers, taking brief messages and passing these on to both internal and external virtual office clients. Ensure all voicemail messages to main office number are taken and directed to staff. Review and update on a regular basis the staff / licensee and virtual office contact and telephone extension lists. Ensure telephone system is operational.

Reception

Greet and welcome visitors to the Centre, handle requests for information, direct visitors to appropriate locations and inform the relevant member of staff of their arrival. Provision of hospitality. Monitor and ensure that the reception area is kept tidy and projects a business-like image. Keep a record of contractors signing in and out of the building and issue keys where required.

Mail

Sort and distribute incoming mail / parcels for staff, licensees and other clients, informing them where appropriate. Process outgoing mail through franking machine and arrange collection by Royal Mail. Check that costs are charged to the appropriate client/department. Ensure that franking machine is charged and maintained. Maintain client postage records. Undertake weekly reconciliations.

Meetings and Room Hire

Provide logistical support to meetings held by internal staff or external clients, to include preparation of meeting and conference rooms and arrangements for catering provisions and tidying of room hire meeting rooms. Co-ordinate and manage multiple appointments, internal & external meetings and events.

Marketing & Promotion

Marketing and promotion of LEO conference facilities and virtual office services via social media and other online and offline media. Manage the Organisation's Facebook page and Instagram account.

Office Supplies

Provide office supplies for staff and maintain adequate stocks; tasks include ordering new supplies, identifying new suppliers and obtaining the best price for LEO.

Secretarial & Administration

Provide a range of services for internal and external clients to include typing, photocopying, scanning, binding, laminating, filing etc. Recording services provided on client's account and/or receiving and processing payments as necessary. Maintain office equipment such as switchboard, photocopier and franking machine ensuring in good working order and arranging for repairs, as necessary.

Programme Administration

Provide administration in support of programmes and Business Advisers to include logging programme activity, managing programme CRM system, responding to enquiries by telephone, post or mail, registering clients, maintaining adviser's diaries, programme correspondence, creating and maintaining client files etc.

Any other duties as may be reasonably required from time to time by the Chief Executive to contribute to the effective functioning of LEO.

Hours of Work

Monday to Friday, 9am - 5pm with 45-minute unpaid lunch break. This job may involve very occasional early morning, evening or weekend work, for which time off in lieu is offered. This job is full-time office based.

Transport

This job may very rarely entail travelling and therefore applicants should have access to a means of transport that will enable them to effectively undertake this role.

Essential

A minimum of GCSE level of education (or equivalent), with qualifications in English and Maths grades A - C At least 1 years' experience of working within an office environment and front of house. Previous experience of switchboard operation. Familiarity with the use of office equipment i.e. printer, photocopiers, franking machine etc. Good written skills Good interpersonal skills and experience of working with people at all levels Excellent verbal communication skills with a good telephone manner Computer literate, with keyboard skills and experience of word-processing (Microsoft Word) and email (MS Outlook) combined with ability to acquire other skills as necessary (e.g. databases and spreadsheets). Strong organisational skills with the ability to work on own initiative to assess, prioritise and manage a varied workload. Working knowledge of the Internet and communication systems, including email applications Ability to work on own initiative and take responsibility where necessary and to work as part of a team. Smart and business-like appearance. Ability to work to a high standard (and while under pressure). Commitment to LEO's aims and values.

Desirable

Relevant Business Administration qualification Experience in maintaining Management Information Systems Customer service or Sales / Marketing experience Experience in the use of social media:- Website maintenance, Facebook, Instagram etc

To apply for this position please upload your CV along with Covering letter detailing your experience.

Job Types: Full-time, Permanent

Pay: 26,500.00 per year

Benefits:

Company pension Free parking On-site parking
Schedule:

Monday to Friday
Work Location: In person

Application deadline: 09/05/2025