Receptionist - Dublin Services

35 Hours Per Week - working across a 7-day rota (on-site)

12 Month Fixed Term Contract (with a view to permanency)

€27,825.91 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.

PRINCPLE 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

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 and any other duties related to managing the Reception.

To deal with all enquiries at the desk in a cordial and professional manner.

To 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)

To keep the reception area in order.

To maintain the Notice boards in the reception area, ensuring notices are up-to-date and accurate.

ADMINISTRATIVE DUTIES

To carry out a range of routine clerical activities such as sending out routine replies, photocopying, fax dissemination, typing letters, reports and minutes of meetings and other such duties, when requested by the management.

To provide full administration support to management team

To support the managers in ensuring all shifts in the rota are covered

To oversee the Stationery and Cleaning Products orders and support the management in Invoice Management.

To manage service charge records and highlight to management discrepancies and when service users are falling into arrears.

To ensure that all administrative duties are carried out in accordance with the required timelines.

HEALTH AND SAFETY

To ensure that Health and Safety standards are met within the Service in accordance with the Depaul's Health and Safety policy.

To record and report all health and safety and security issues, as appropriate to the role.

To adhere fully and cooperate with project staff in the management of any emergency situations, when they arise.

TEAM WORK

To work as a member of the team in the best interests of the Service Users

To participate fully in Depaul’s and local consultation processes

To be flexible in regard to working work hours (in agreement and after negotiation with the management), for the benefit of the service.

GENERAL RESPONSIBILITIES

In conjunction with the management, to continuously develop the role to ensure all tasks are undertaken in a manner which meets the strategic aims and objectives of Depaul.

To participate in internal/external meetings as required, and attend training events, conferences and other functions as necessary.

To participate in regular supervision and annual appraisal, and help in identifying your own job-related development and training needs.

To ensure that all Depaul policies and procedures are being adhered to, particularly those relating to Health and Safety, Code of Practice and Confidentiality.

To contribute to the effective implementation of Depaul’s Equal Opportunities Policy as it affects both Depaul and its work with service users.

To at all times undertake your role in a professional manner maintaining a high quality standard of work, and to always work in accordance with the aims, values and ethos of Depaul.

Undertake any other duties that may be required which are commensurate with the role in consultation with the manager.

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 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.

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. 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 If you choose to work for Depaul we offer:

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

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Receptionist - Dublin Services