Administrative Assistant

Administrative Assistant

Charity Jobs NI is delighted to be supporting Adopt NI with the recruitment of an Administrative Assistant to provide comprehensive administrative support to a project delivering information recovery and family tracing services for adults connected to Mother and Baby Institutions, Magdalene Laundries and Workhouses in Northern Ireland.

This is an excellent opportunity for an experienced administrator who enjoys working in a varied, people-focused role and wants to contribute to work that makes a meaningful difference.

Reporting to the Project Support Coordinator, the successful candidate will provide essential support across administration, client enquiries, office systems, communications and project coordination. As a first point of contact for many service users, they will also play an important role in ensuring people receive a welcoming, empathetic and professional experience from their first interaction with Adopt NI.

This role is funded by the Victims and Survivors Service (VSS).

Location

Belfast.

Hours of Work

37 hours per week.

Salary

NJC Scale 4, Point 8: £26,824 per annum.

Contract

Full-time, fixed-term until 31st March 2029, subject to funding.

Closing Date

Thursday 10th September .

Salary and Benefits

Adopt NI offers:

• Flexible working options


• Family-friendly policies


• 25 days annual leave plus 10 public holidays


• Workplace pension


• Induction and on-the-job training


• Regular supervision


• Parking available at the office


• Time off in lieu for additional hours worked

About Adopt NI

Adopt NI is an independent registered charity established in 1989. Its main priority is to support adults impacted by adoption or separation from their family of origin, including birth mothers, adult adoptees, adopters and siblings.

Based in Belfast and working regionally, Adopt NI provides a range of confidential support and services to people affected by adoption or separation from their family of origin.

Its work is focused on providing greater access to information, empowering adults and ensuring individuals receive respectful, non-judgemental and person-centred support.

The Role

The Administrative Assistant will provide comprehensive administrative support to a project team delivering information recovery and family tracing services for adults connected to Mother and Baby Institutions, Magdalene Laundries and Workhouses, and those affected by the pathways and practices associated with these institutions in Northern Ireland.

The postholder will support the effective operation and ongoing development of the systems, processes and recording mechanisms required to deliver a high-quality, responsive and accessible service. This will include maintaining accurate records, coordinating administrative processes and ensuring information is managed appropriately and securely.

An important element of the role will be acting as a first point of contact for people accessing support. The successful candidate will therefore need to combine strong administrative skills with empathy, sensitivity and the ability to maintain appropriate professional boundaries.

The role may involve exposure to sensitive or distressing information. Adopt NI is a trauma-informed organisation, and the successful candidate will be expected to reflect this approach in their communication and interactions with service users.

Alongside core administration, this is a particularly varied role incorporating reception, database administration, routine finance tasks, communications, social media, website updates, surveys, events and support for peer groups.

This role may also appeal to candidates searching for positions such as Administrative Officer, Project Administrator, Office Administrator, Project Support Assistant, Administration and Communications Assistant or Team Administrator.

Key Responsibilities

The Administrative Assistant will:

• Act as a first point of contact for service users and project enquiries, responding professionally, empathetically and confidentially by telephone, email and in person.


• Provide comprehensive administrative, reception and secretarial support to the project team and CEO.


• Develop and maintain effective administrative systems, filing processes, databases and records, including support for the AdvicePro system.


• Coordinate meetings, diaries, meeting rooms, team activities and events, and welcome visitors to the organisation.


• Undertake routine financial administration including processing invoices, recording expenses, tracking receipts and supporting procurement processes.


• Manage office administration including post, courier services, equipment and stationery orders.


• Support Adopt NIs communications through social media, promotional materials, website updates, quarterly newsletters, surveys and reporting.


• Provide administrative support for peer support groups, volunteering activities and annual organisational events while maintaining confidentiality and GDPR compliance.

Essential Criteria

Applicants must have:

• A minimum of five GCSEs, including Maths and English Language at Grade C or above, or equivalent qualifications.


• A minimum of two years experience within the last five years working in a similar role.

Person Specification

The successful candidate should also demonstrate:

• Sensitivity and empathy.


• Knowledge of trauma-informed practice.


• An initiative-taking and enthusiastic approach to work.


• The ability to work well with others.


• Excellent time-management and organisational skills, including the ability to work in a busy environment and manage competing priorities.


• Diary-management skills.


• Excellent written and verbal communication skills.


• Strong IT skills and competence in Microsoft Office, including SharePoint.


• Strong attention to detail.


• Flexibility and the ability to work under pressure and deliver within agreed timescales.


• A willingness to contribute to their own supervision and development.

Additional Shortlisting Criteria

Where required, Adopt NI may also shortlist against:

• A qualification in Business Administration or a related discipline.


• A counselling qualification or current study towards a counselling qualification.


• Previous experience of working with marginalised client groups.


• Previous experience of working within the voluntary or community sector, either in a paid or voluntary capacity.


• Knowledge and understanding of historic adoption practices and their impact on individuals and families.

Additional Requirements

Some flexibility in working hours may be required, including occasional evening or weekend work.

The successful candidate will be expected to work in line with Adopt NIs values and promote the rights of service users and user-led involvement.

Appointment will be subject to satisfactory AccessNI and other pre-employment checks, references and confirmation of relevant qualifications.

How to Apply

If you are an experienced administrator who combines strong organisational skills with empathy, professionalism and a genuine interest in supporting meaningful work, we would love to hear from you.

Click Apply now to register your interest. A member of the Charity Jobs NI team will then be in touch to discuss your application, provide the relevant application documents and guide you through the next steps of the process.

The closing date for completed applications is 5.00pm on Thursday 10th September 2026.

Interviews are anticipated to take place on Friday 18th September 2026.

Should a high level of suitable applications be received, the vacancy may close early, therefore early application is highly advisable.

Charity Jobs NI is proud to be supporting Adopt NI as recruitment partner for this vacancy.

Skills:
Administrative Support Office Administration Microsoft Office

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