Communications Clerical Supervisor

Your new company
Hays are delighted to be working with the Northern Ireland Assembly to recruit a temporary Communications Clerical Supervisor to join their communications business unit.

The Communications business unit is responsible for a range of duties including the broadcasting of Assembly committees and Plenary Sittings, the build and dissemination of social media material highlighting the work of the Northern Ireland Assembly, answering media questions, supporting the Speaker in events and running media campaigns.

Your new role
The Clerical Supervisor will support the communications business unit and will take the lead in tracking invoices and payments and advise on relevant issues in relation to spend. The role also involves assisting with outputting social media pieces using platforms such as X, Facebook and Threads to encourage public engagement with the work of the Assembly. The post holder will assist in the organisation of support services around events, such as photographers, and assist in dealing with enquiries from the public and other stakeholders in relation to the Assembly.
The main duties and responsibilities of the post are:

• Using electronic systems to make payments and to produce accurate and timely reports on expenditure.
• Effectively using Microsoft Office and bespoke internal Assembly Commission software systems to make payments (training on using Assembly Commission software systems will be provided).
• Using financial systems to process invoices and purchase orders.
• Using spreadsheets to journal financial transactions and check accuracy against necessary business requirements.
• Publishing information on social media, e.g. posting and adding content to social media platforms such as Facebook and X.
• Publishing information on the Assembly Commission webpages/platform and keeping relevant homepages up to date.
• Assisting internal/external stakeholders and members of the public by replying to emails and answering the Assembly’s public telephone line.
• Maintaining effective relationships with key stakeholders, including members, managers, officials from executive departments and members of the public.
• Researching and preparing accurate and timely information.
• Review incoming correspondence and prioritising next steps as necessary.
• Drafting correspondence ensuring that work is accurate and presented in the corporate format.
• Using electronic systems to produce accurate and timely statistical information or reports to assist decision makers.
• Complying with all Assembly Commission’s relevant policies and procedures including Equal Opportunities and Dignity at Work policies and procedures
• Carrying out other duties that the Assembly Commission reasonably requires of you.

What you'll need to succeed
1. At least two A Levels in any subject and GCSE Math’s and English at grade C or above. Applications will be considered from applicants with formal qualifications of an equivalent or higher standard to those stated.
AND
At least two years’ experience in a) – d) listed below:
2.
a) Creating purchase orders, paying invoices and tracking budget spend.
b) Communicating accurately and clearly (both in writing and orally) complex or detailed information to stakeholders such as colleagues, managers, customers or members of the public.
c) Working in a public facing office environment dealing with enquiries.
d) Effectively using Microsoft Office to manage information, create documents and assist in providing a quality service.

OR
3. Four years’ experience in a) – d) above.

What you'll get in return

• Temporary contract up to 3 months with possibility of extension
• £33,407-£34,562 per annum
• Hybrid working
• Free parking
• Online timesheets
• Access to retail discounts
• Access to online learning and development

What you need to do now

If you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or call us now.
If this job isn't quite right for you, but you are looking for a new position, please contact us for a confidential discussion on your career.

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