POSITION: Committees & Export Support Officer
EMPLOYER: Northern Ireland Chamber of Commerce & Industry (NI Chamber)
RESPONSIBLE TO: Director of Finance & Performance
LOCATION: 40 Linenhall Street, Belfast
SALARY RANGE: £27,000 to £32,540 (Part Time Pro rata 17 hours)

NORTHERN IRELAND CHAMBER OF COMMERCE AND INDUSTRY
NI Chamber is the 2024 British Chambers of Commerce UK Chamber of the Year. An award winning, quality assured, customer focused membership organisation with 241 years commitment to the Northern Ireland economy. It is a well-known network for business with a membership of over 1,000 businesses representing over 100,000 employees. It includes corporates, SMEs, micro businesses and sole traders with membership from across every area of business from manufacturing to agri-foods, services to retail and the professions.

Our award winning Chamber team is committed to customer service and the commercial success of our members.

OUR PURPOSE AND VISION
NI Chamber’s role is to enable members to connect and champion the business community so that, together, we can grow the Northern Ireland economy. We are committed to building a private sector global network that is cohesive and works alongside Government to grow sales, exports and business activity. As an accredited member of British Chambers of Commerce, and member of Chambers Ireland, International Chambers of Commerce and World Chambers Federation we are linked to the world wide chamber network.

ROLE OF SUPPORT OFFICER– COMMITTEES AND EXPORT DOCUMENTATION
The role of the Support Officer will be to provide essential administrative support to the NI Chamber Council Sub-Committees and to work as part of the Export Documentation team.

The NI Chamber Council Sub Committees are currently based on 3 key areas; i.e: The Workforce, Competitiveness, and Energy and Climate Change, the postholder will provide administrative support to each Committee Chair. As a designated authority for the issue of certified Export Documents the NI Chamber processes over 7,000 documents per year for over 200 companies sending goods to 130 countries. The postholder will also form part of the team undertaking this function.

This is a part time role, with the post holder expected to work 17 hours per week. Weekly work pattern to be agreed in advance of appointment, to accommodate both the business needs and employee circumstances.

The post holder will need to be present in the office for the majority of their working hours. However, some homeworking can be agreed with the line manager at times where considerable paperwork can be done remotely.

KEY FOCUS AREAS
COUNCIL SUB COMMITTEES
– Administrative support for all Council Sub Committee meetings, including:
– Coordinate and schedule meetings, ensuring all logistical arrangements are in place.

-Prepare and distribute agendas, minutes, and related documents in a timely manner.
– Maintain accurate records and filing systems for all sub-committee activities.
– Act as the primary point of contact for sub-committee members, addressing any queries or concerns.
– Support the development and implementation of sub-committee initiatives, ensuring that actions are well
communicated and tracked.
– Record keeping and electronic file management.
– Recording and maintaining data in CRM systems,
– Purchasing administration where required for commissioned work, hospitality, etc.
– Involvement in projects as required.

EXPORT DOCUMENATION
– Obtain and Maintain export documentation qualification in order to fulfill the role. Full training will be given
on appointment.
– Assist in the preparation and processing of export documentation on designated days.
– Ensure all documentation complies with relevant regulations and standards.
– Maintain up-to-date records of export transactions and documentation.
– Provide guidance and support to members regarding export documentation requirements.
– Recording and maintaining data in CRM systems.

Cross Team Working
– Work closely with all NI Chamber teams day to day

General
– Represent NI Chamber in a professional manner
– Assist in the delivery of the overall NI Chamber strategy.
– Undertake any other duties required, as directed by the Chief Executive of NI Chamber.

Essential
– Minimum 2 years’ experience in a similar role providing administrative/secretarial support to committees
and company meetings
– Minimum of 2 A Levels or equivalent
– Minimum of 5 GCSEs or equivalent, at grade C or above, including English and Maths
– Experience and a high level of proficiency with Microsoft Office 365 Outlook, Word, Excel and Power Point.

Desirable
– Educated with a recognized Executive Secretarial qualification such as Executive or Private Secretaries Diploma.

Personal Criteria
Essential
– Excellent communication skills, with the ability to build effective working relationships with members and
the team
– Excellent attention to detail
– Excellent time management and organisational skills
– Ability to work on own initiative
– Willingness to work flexibly and manage a number of tasks simultaneously

Benefits
– 23 Days annual leave (pro rata)
– Competitive Salary plus an annual bonus based on performance of up to 5% of basic salary
– Pension scheme 5% rising to 8% after 3 years continuous service
– Inclusion in NI Chamber Primary Health Plan, Death in Service Plan and Income Protection Scheme, Private Medical Insurance
– Training and development opportunities
– Supportive team environment
– Opportunity to work on industry leading projects, making a real impact on business and the economy

How to apply
To apply, please submit your CV and cover letter to Shelley Steenson email: shelley.steenson@northernirelandchamber.com.

Additionally, applicants are required to complete a monitoring form, which can be downloaded here and returned to hr@northernirelandchamber.com