Office Administrator

Job Purpose To ensure the smooth running of the Centre, and outreach activities, on a day-to-day basis in terms of the client experience and to observe the Centre’s values in particular respect, confidentially and empathy for service users.

General Duties:

To ensure that requests for therapy outreach activities are organised efficiently.

To assist the Centre Coordinator in research and preparation of information for reports to Trustees, funders and in the submission of fundraising applications.

To ensure that the Centre maintains a high standard of cleanliness and is generally fit for purpose.

• To treat telephone calls and emails with reference to clients with strict confidentially.
• To welcome clients and visitors to the centre, responding to their service needs.
• To book appointments ensuring clients receive all necessary information.
• To maintain and update appointment calendar, client database and waiting lists.
• To maintain and update filing systems, including creating client case files when new clients start.
• To ensure therapists are correctly recording client information.
• To respond to client queries/requests in a timely and efficient manner.
• To report to the Centre Coordinator if the therapist/clients identifies the need for additional services which require a referral.
• To maintain and update petty cash systems recording donations made by service users on Excel spreadsheets, along with sales of oils and vouchers.
• To be responsible for maintaining purchasing and payment of goods and services.
• Stocktaking at the end of every month, to ensure that centre can operate efficiently.

• A minimum of 1 years’ office administration experience.
• Proficient in Microsoft Office.
• Having experience in dealing with vulnerable clients on a personal basis in an empathetic way in both oral and written communications.
• Excellent organisational skills.
• Ability to work on your own initiative.
• Ability to problem solve.
• Experience of working with vulnerable victims and survivors in a group setting.
• Awareness of complementary therapies and their benefits.

Office Administrator (1 x 20.0 hours) Shared full time post.

Both administrators will collaborate with each other to insure important duties are completed. This job will give you the opportunity to learn finance duties and responsibilities, etc. bookkeeping, BAC’s, invoicing, reconcile bank transactions, IBB on weekly basis and bank/post office lodging.

Location:

Centre for Health and Wellbeing, 689 Springfield Road, Belfast.

To apply for the position please forward your CV along with a covering letter outlining how your skills and experience make you the ideal candidate for the position to coordinator before the closing date of 12th January 2026.

Area:
Republic of Ireland
Closing date: 20 Dec 2025