Receptionist - Dublin Services

Overview
Receptionist - Dublin Services
35 Hours Per Week - working across a 7-day rota (on-site)
Permanent Contract
€26,415.84 per annum
Scope of Responsibility
This role offers a fantastic opportunity to provide support to our Dublin services.
Depaul is a values-led organisation working with a number of homeless services throughout the Republic and Northern Ireland.
This role will report to the Local Management Team and will be responsible for providing administrative support to all the staff at the service.
The ideal candidate for this post will be a good communicator, show an ability to be flexible, use their initiative and apply sound decision making skills.
A willingness to work as part of a wider team is essential.
This is an exciting opportunity to join a diverse team of talented individuals.
Key Areas of Responsibility
GENERAL RESPONSIBILITY
– To be an integral part of the team in the service, in offering support and care to homeless.
PRINCIPLE DUTIES – SERVICE DELIVERY
– To work as part of the team in the service, ensuring service users are treated with respect at all times.
RECEPTION DUTIES
– Relay messages for Service Users and staff, manage the intercom/fob system, ensuring all staff, service users, visitors are made feel welcome.
Sign In/Sign Out books on arrival and departure.
Take delivery of post and distribute post to Service Users and staff, ensuring all outgoing post is posted each day and any other duties related to managing the Reception.
Deal with all enquiries at the desk in a cordial and professional manner.
Take in service charge from Service Users as required and link with staff when service users arrive without due payments (as per local Service Charge Management Procedure).
Keep the reception area in order.
Maintain notice boards in the reception area, ensuring notices are up-to-date and accurate.
ADMINISTRATIVE DUTIES
– Carry out routine clerical activities (sending routine replies, photocopying, fax dissemination, typing letters, reports and minutes), provide full administration support to management, support managers in ensuring all shifts in the rota are covered, oversee stationery and cleaning products orders, support management in invoice management, manage service charge records and highlight discrepancies, ensure all administrative duties are carried out within required timelines.
HEALTH AND SAFETY
– Ensure Health and Safety standards are met within the Service in accordance with Depaul's Health and Safety policy.
Record and report health, safety and security issues.
Cooperate with project staff in managing emergency situations.
TEAM WORK
– Work as a member of the team in the best interests of Service Users.
Participate in Depaul's and local consultation processes.
Be flexible in regard to working hours (in agreement with management) for the benefit of the service.
GENERAL RESPONSIBILITIES
– Develop the role with management to meet Depaul's aims and objectives.
Participate in internal/external meetings, training, supervision and appraisal.
Adhere to Depaul policies and procedures (Health and Safety, Confidentiality, Code of Practice).
Contribute to Equal Opportunities.
Undertake other duties as required in consultation with the manager.
The list is not exhaustive and may evolve over time.
The above list is not exhaustive; additional areas of responsibility may be added over time and flexibility to cover for other staff roles is required from time to time.
Person Requirements
1 year's experience using Google Drive and email, Microsoft Suite (Excel, Word, PowerPoint) – essential.
1 year's experience using Google Drive and email – desirable.
Experience setting up and maintaining both manual and computerised filing systems.
Proven analytical skills and attention to detail.
An understanding of the current issues facing homeless people.
All tasks should be completed in an accurate manner and supported by a clear electronic and hard copy filing system.
Proficient use of IT required in role, including email in a professional capacity.
Why Work for Us?
Depaul is a cross border charity supporting some of the most marginalised individuals, couples and families experiencing homelessness.
Our mission is to end homelessness and change the lives of those affected by it.
We are a values led organisation and aim, at all times, to live and breathe these values in our everyday work.
Our values are based on four key principles: We celebrate the potential of people; We put our words into action; We aim to take a wider role in civil society; We believe in rights and responsibilities.
If you choose to work for Depaul we offer:
Benefits
Annual Leave: Up to 3 years' service: 25 days; 3–5 years: 27 days; Over 5 years: 30 days (exclusive of bank and statutory holidays).
10 public holidays per year with Good Friday discretionary.
Day off and day pay for Christmas Day, St Stephen's Day and New Year's Day worked for shift workers.
Non-Shift Workers: Paid day off on public holidays.
Shift Workers: must work on public holidays; one additional day of annual leave in lieu.
Non-Rostered Employees: may be entitled to one-fifth of normal weekly rate for public holidays.
Pension matched by the employer.
Health Assistance: health cash plan with coverage for treatments including dental, optical, acupuncture, and more; children under 16 included.
Life Assurance: Four times salary.
Maternity/Adoptive Leave: 18 weeks full pay.
Paternity Leave: 2 weeks full pay.
Sick Leave: entitlements from day 1, increasing with length of service (subject to policy terms).
Employee Assistance Program (EAP): confidential counselling available 24/7, covering counselling, legal, financial, career guidance, life coaching, mediation, health information, and more.
Learning and Development: Depaul's Vision, Mission and Values course (travel involved), Emerging Leaders program, online learning through Moodle, mandatory training including MAPA, Health and Safety, Child Protection, Fire Safety, and First Aid.
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