Receptionist/Administrator

Job Title Receptionist/Administrator Company Horizon House Group Based at: The Hazel Hotel, Monasterevin, Co Kildare Role Summary: The Receptionist will support residents to find their way around the Centre by directing them to the policies and procedures of the centre. They will work hand in hand with the Centre Manager and the Reception Officer to ensure that everyone is welcomed and has access to the Residents Information folder at the front desk. They will be the point of contact as visitors enter the centre and will display the ethos of great customer care and service on behalf of the organisation. Qualifications: QQI level 5 in hospitality or customer care, or social care equivalent and be competent and literate in Microsoft word processing and Excel. Have excellent communication skills in English and other languages. Be competent in Google translate or any other translator app. Experience: It is essential for the Receptionist to have a minimum of 1 years of experience as a receptionist or equivalent and it is desirable that at least 1 year of experience in working with International Protection Residents, working with an NGO in a country in conflict or any other experience where it would make you a suitable candidate for this post. Descriptions of which must be specifically laid out and explained on your application for this post. Experience in working with people from a wide variety of different cultural and geographic backgrounds is essential. Equivalent experience would be an advantage in a social care environment. Accountable to: The Centre Manager Responsibilities: The Receptionist will support the Centre Manager and Reception Officer in insuring that all residents have been booked in for the Reception Officer to undertake an initial assessment. They will take phone and e mail enquiries and direct them to the Centre Manager or other staff as appropriate. They will have responsibility for the maintenance of the fire book and keeping the Centre Diary and Centre Managers Diary. They will keep an account of residents daily use of beds along with the Night Porter for Reception. Daily reports to be compiled for the centre and assisting the manager with administration tasks. Accountability: To be the point of contact, for residents, signposting them to services internal to the Centre. Assist with induction of new residents, integration to the centre and provide ongoing supports. The Receptionist will establish good working relationships with all agencies who come into the centre, be welcoming to them and arrange facilitation of appointments that they may have with residents or management. Participate in the documentation of the Daily Activity for each resident. Maintain the post book. Maintain the visitors book. Maintain the Residents Information Folder on the Reception Desk Do the weekly checks and maintain the First Aid kit in the Centre. Welcome and check the ID of all inspectors and official visitors to the centre ensuring that they sign the visitors book. Alert management when inspectors announce themselves. Monitor the cameras during the day. Health & Safety It is the responsibility of all staff to read and comply with the Safety, Health, and Welfare Manual in line with the Safety, Health, and Welfare Act 2005. It is the role of the Receptionist to familiarise themselves with the Health & Safety documents, support their implementation and liaise with residents on this. The Company Safety, Health and Welfare Manual will be issued to all staff as part of the induction process. It is also available at reception any time. Fire Safety It is the responsibility of all staff to read the Fire Safety Policy and familiarise themselves with the Fire Evacuation procedures. All staff have a role to play in the Fire Safety within the premises and should familiarise themselves with theses procedures. The Fire Safety Policy will be issued to all staff as part of the induction process. It is also available at reception any time. Compliance The Receptionist will read the Risk Management Policy, understand the processes, and report all identified hazards on the Company Risk Identification Form. Where necessary and appropriate, the Receptionist will initiate a risk identification form, for the manager to then undertake a full risk assessment and mitigation plan. The Receptionist may be asked to support residents with filling out and submitting Complements, Comments, Complaints from time to time. As the Receptionist is not a Mandated Person under Children First 2011, The Childrens First Act 2015 and to adhere to the Childrens First National Guidance 2017, however, they will be aware and have completed their online Childrens First Training and immediately alert management where they suspect there may be a child welfare concern. The Receptionist will be expected to be well versed in the Safeguarding Vulnerable Persons at the Risk of Abuse 2014 and will adapt a No Tolerance, approach within the Horizon House Group. The Receptionist in consultation with the Reception Officer or the Centre Manager (Designated Officer) undertake the delivery of any individualised Safeguarding or PEEP Plan. The Receptionist will be aware of the Assisted Decision Making (Capacity) Act 2015. They will refer residents to the Reception Officer for assessment under the Act when necessary and appropriate. Reports It is the responsibility of the Receptionist to ensure that the following reports are completed and issued on time. Report Type All activities in relation to residents and any risk concerns with them or the centre Issued To Centre Manager or Reception Officer Issued When Risk Identification Form to be filled out and given to the Centre Manager when there is a perceived hazard. Supervision The Receptionist will participate in supervision, from the Centre Manager at least twice per year and will have a personal development plan developed in consultation with the Centre Manager. They will have a pay review once per year each September which is performance related.