About Us Boys & Girls Clubs (NI) is a leading Regional Voluntary Youth Organisation (RVYO), a registered charity and limited company that supports a membership of 147 local youth organisations.

Who we are Boys & Girls Clubs (NI) was founded in 1940 as an independent, voluntary association of six local organisations that were dedicated to bringing communities together and enriching the lives of children & young people.

Today, we have transformed into a modern membership organisation, providing supporting 147 member organisations.

This membership is diverse and includes part-time & full-time youth organisations, community associations, schools, and sports clubs.

The foundations and purpose of the charity remains strong and our mission is to support the personal development and social education of children & young people and to promote good relations and community development.

What We Do Each year our professional youth work team engages directly with 3000 children, young people, volunteers & youth workers.

Indirectly, we support a wider network of 48000 stakeholders on an annual basis.

We work in partnership with local organisations and provide wraparound support through membership services, compliance and regulation, accredited training, networking opportunities, intervention projects, policy guidance, governance advice and an extensive programme of youth programmes.

Our main office is located in Belfast and we operate in both rural and urban areas across Northern Ireland through our professional team of area-based youth workers.

This post This is an exciting time for Boys & Girls Clubs with innovative new projects and the expansion and development of our core services.

The senior administration officer will provide a solid backbone to the organisation for all aspects of our financial support and planning and services provision.

Working closely with our Chief Executive, Director of Finance & Services and other key staff, they will join a friendly and dynamic team at the cutting-edge of thinking and practice in supporting and measuring service user change.

Our Services We serve children, young people, volunteers, and youth workers through a variety of support services all under the core 5 pillars of our service.

This includes training for educational enrichment, networking opportunities, policy guidance, youth intervention projects, safeguarding packages, legal compliance/governance support, and an extensive programme of youth activities.

A group of blue and green vertical stripes Description automatically generated, Picture The role of senior administration officer provides the infrastructure that supports all of the services the organisation offers.

Job Description Job Title: Senior Administration Officer Responsible to: Chief Executive Officer Based at: Head Office, currently Stockmans Lane, Belfast Hours per week: 21-30 hrs per/wk Salary: Starting Salary £27252 pa ( pro rata) Holidays: The leave entitlement is 20 days Annual Leave, plus 10 days Public Holidays (calculated pro-rata for part-time employees).

The leave-year runs from 1st January to 31st December.

Contract: Fixed Term contract to December 2027 with the possibility of a permanent post Probationary Period: 6 months Additional benefits include Access to Private Health Care scheme Flexible working conditions Pension Purpose of Post This post will provide support to the finance and services administration in the organisation ensuring that all relevant requirements are planned for and addressed.

Key Responsibilities The Senior Administration Officer will: - Report to the Director of Finance with accurate financial information - Work with the project teams to ensure that all evidence generated, and administrative tasks associated with the work of Boys & Girls Clubs are collated and stored on our CRM system for reporting.

- Manage cash flow and monitor spending, recommending ways to reduce costs and ensure all financial transactions are properly recorded, filed, and reported.

- Ensure that all financial reports are compiled in an accurate and timely fashion for quarterly reporting, with the support of the Director of Finance.

- Implement and maintain high-quality financial controls and reporting systems, ensuring continuous improvement through modern, fresh, and forward-thinking.

- To check financial claims from staff regarding milage.

- To oversee the procurement processes associated with the project and double check bank details with each supplier.

- Liaise with banking institutions and funders.

- Ensure full compliance with codes of conduct, legislative requirements, and emerging issues.

- Provide administrative support for Services matters - policies and procedures to employees - Manage social media- Support in maintaining accurate employee records and documentation - Assist in coordinating recruitment activities such as scheduling interviews and candidate communication.

As Boys & Girls Clubs is a growing organisation, the detail of your daily tasks will inevitably change over time.

Please note that while all efforts are made to include the main responsibilities, you may, from time to time be required to undertake activities of a similar nature that fall within your capabilities as directed by the management.

Key Activities and Tasks: Finance - Finance processes eg generating invoices, credit card payments, petty cash, are accurate and up to date and tasks are completed on time and passed onto the Director of Finance.

- Communication and interactions with colleagues, the Directors and external parties (such as the bank, HMRC and payroll providers, funders and all stakeholders ) is timely and clear and aimed at making finance operations run smoothly.

- To prepare and process claims and invoices for payment Services - Assist the team with recruitment administrative tasks, including job advertising and providing a point of contact for candidates.

Ensuring all recruitment procedures are followed.

- Policies & procedures: ensuring all documentation is up to date, in conjunction with the Director of Finance & Services - Support the delivery and implementation of the Boys & Girls Clubs Services - Maintaining efficient recording and filing systems.

- Communicate with the Boys & Girls Clubs membership to address their needs and pass onto relevant staff - Oversee office supplies to ensure all staff have adequate materials to carry out duties.

- Maintaining & manage all the charitys confidential information both hardcopy or electronic.

- Organise & scheduling of staff meetings and board meetings.

PERSON SPECIFICATION Shortlisting Criteria Education experience: A minimum of 3rd level education or 5 years experience in a relevant post Experience & Knowledge: A minimum of 3 years experience gained within the last 10 years within the public, private, voluntary or community sectors.

Excellent IT skills with experience & proficiency in MS Office packages with specific examples using Word, Teams, Excel and Outlook.

Cash-flow management/ budgeting experience.

Processing payments and reconciling control accounts.

Experience of managing a portfolio of public funds Experience of implementing polices & procedures in a busy office environment (iii) Desirable Criteria and Qualifications.

These will be used for shortlisting purposes in the event of a large number of applicants.

Qualifications.

Administration, bookkeeping and any related subject Experience.

Experience working with a portfolio of funders and managing staff in an office environment Please Note: Only those applicants, who appear, from the available information as provided, to be most suitable, in terms of relevant skills, experience and ability will be invited to interview.

It is therefore essential that you fully describe in your application how you meet the experience and qualities sought.

It is not appropriate simply to list the various posts that you have held.

Assumptions will not be made from the title of posting(s) as to the skills and experience you may or may not have gained.

Submitted forms that do not provide the necessary detailed information in relation to each of the stated criteria will be rejected.

Please submit your CV and a cover letter alongside Equality of Opportunity Monitoring Questionnaire & Disclosure of Criminal Convictions Form to All forms should be completed and MUST be signed before the application can be considered.

Completed CVs and cover letter must arrive no later than Wednesday 18th June at 4pm LATE APPLICATIONS CANNOT BE ACCEPTED IN CONFIDENCE.