Construction Industry Training Board



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|JOB DESCRIPTION | |

Job Title: Administrative Assistant

Responsible to: Line Manager

Responsible for: Performing administrative duties and providing support to the line manager as required

Date: January 2019

Main Duties/Responsibilities

1. Assist the line manager to implement policies, procedures and systems to:

• Establish and accurately maintain records, filing systems and computer records

• Obtain and provide information as required in various formats

• Maintain security and confidentiality in the handling of information.

• Ensure all correspondence, letters, emails and telephone calls are dealt with promptly and appropriately

2. Implement necessary procedures to ensure that excellent customer service is provided for both internal and external customers.

3. Plan and support meetings effectively and efficiently.

4. Research, analyse and report information as required.

5. Provide support, assistance, information and coaching to colleagues as required.

6. Actively support the health and safety arrangements and procedures to avoid or minimise the risks to health and safety of all those associated with the role.

7. Support the Equal Opportunity policy and procedures and be sensitive to other people’s abilities, backgrounds, values, customs and beliefs.

8. Keep up to date with competencies required by the role, undertake learning & development activities identified and keep abreast of knowledge relevant to CITB NI’s activities.

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|PERSONNEL SPECIFICATION | |

Job Title: Administrative Assistant

Date: January 2019

Salary will be based upon qualifications held and/or competence level demonstrated (e.g. NVQ level 1, 2 or 3 in an administrative, business or finance related occupational area).

Essential Competencies:

1. Relevant experience gained in a general office environment

2. Capable of using a range of computer systems including Microsoft word, excel and outlook

3. Effectively communicate information both orally and in writing

4. Ability to provide excellent customer service

5. Ability to establish and maintain effective working relationships with colleagues

6. Effectively manage time and prioritise workload

7. Ability to maintain security and confidentiality

Desirable Competencies:

8. Two years relevant experience gained in a general office environment

9. NVQ Level 2 or 3 in Administration or equivalent (salary based upon level)

10. Possession of European Computer Driving Licence or equivalent

Personal Commitments:

11. Occasional attendance outside normal office hours, which will be remunerated as detailed in the Employee Handbook.

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