Job Description

Receptionist - St. Vincent's Cork

12 Month Fixed Term Contract - with likelyhood of extension

35 Hours per week

€28,382.42 per annum

Scope of Responsibility:

This role offers a fantastic opportunity to join our exisiting reception team in Cork, and provide support to our 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:

RECEPTION DUTIES  

• Relay messages for service users and staff  
• Manage the intercom/fob system  
• Ensure all staff, service users and visitors are made to feel welcome  
• Ensure all visitors & staff sign the appropriate Sign In/Sign Out book on arrival and when departing  
• Take delivery of post and distribute post to Service Users and staff, ensuring all outgoing post is posted each day etc.  
• 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 the local Service Charge Management Procedure)  
• Keep the reception area in order.  
• Maintain the Notice boards in the reception area, ensuring notices are up-to-date and accurate.  
• Any other duties relating to managing the reception  

ADMINISTRATIVE DUTIES  

• Carry out a range of routine clerical activities such as sending out routine replies, photocopying, typing letters, reports and minutes of meetings and other such duties, when requested by the management  
• Provide full administration support to management team   
• Support the managers in ensuring all shifts in the rota are covered  
• Oversee the Stationery and Cleaning Products orders and support the management in Invoice Management.  
• Manage service charge records and highlight to management discrepancies and when service users are falling into arrears.  
• Ensure that all administrative duties are carried out in accordance with the required timelines. 

Person Requirements:

• 1 years’ experience using Google Drive and email, Microsoft Suite; Excel, Word, Power Point (essential).
• 1 years’ 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.

While the line manager is specified above, this does not preclude higher level grades from directing or reviewing work or setting dotted line collaborative working relationships between same or different level positions.

All tasks should be completed in an accurate manner and supported by a clear electronic and hard copy filing system

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. Would you like to help us to meet our mission?
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

Click Here to Review our Privacy Notice for Employees in ROI

EQUAL OPPORTUNITIES:
Depaul strives to create a diverse and inclusive programme and is committed to ensuring equality of access to our opportunities and equality of treatment for our staff in all our policies and practices. We welcome applications from individuals aged 18 and over from a diverse range of backgrounds.

Our Benefits

• Annual Leave Up to 3 years' service: 25 days per year
• 3 years' up to 5 years' service: 27 days per year
• Over 5 years' service: 30 working days per year (Exclusive of bank and statutory holidays)
• 10 public holidays each year with Good Friday as discretionary day.
• 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: Expected to work on public holidays; receive an additional day of annual leave in lieu.
• Non-Rostered Employees: May be entitled to one-fifth of the normal weekly rate of remuneration for the public holiday.
• Pension Matched by the employer
• Health Assistance Each staff member gets access to a health cash plan so you can claim money back, up to set limits, on a number of treatments. This includes dental, optical, acupuncture and many more. Your children under 16 are also included on the plan.
• Life Assurance Four times salary
• Maternity /Adoptive Leave 18 weeks full pay
• Paternity Leave 2 weeks full pay
• Sick Leave Entitlement to sick pay starting from day 1 with level of entitlement increasing with length of service (subject to policy terms)
• Employee Assistance Program EAP is a confidential counselling service that provides support to company employees and their family. It is available 24/7, 365 days a year covering; Counselling, legal advice, financial information, career guidance, life coaching, mediation, health information, cancer support, autism support, infertility and pregnancy loss, elder care support, parent coaching and international employee support.
• Learning and Development Depaul’s Vision, Mission and Values course, this involves travel to meet the Depaul International family.
• Emerging Leaders, supporting workers that would like to develop their leadership skills and to progress to a management role.
• Online learning resources within Depaul’s award nominated online learning platform, Moodle. Mandatory training including, MAPA, Health and Safety, Child Protection, Fire Safety, and First Aid