Receptionist, Grange Cohan, South East (Full Time)
Waterford, Ireland
Description
Location: Waterford
Contract: Permanent, Full Time
The Purpose of this role is to provide efficient and professional front line service to customers, visitors, trades personnel, staff and general public, manage a busy switchboard and provide administrative support to supported housing services across the southeast as directed by housing manger in the south-east area.
What you will do:
* To work within the framework of the overall objectives of Focus Ireland.
* To provide a front of house service to the tenants and general public who visit the Grange Cohan project. To build professional and trauma informed relationships with the tenants at Grange Cohan and it’s off-site houses. To assist tenants to report repair orders and communicate updates as required and in consultation with the support teams.
* To administer the petty cash system for the Grange Cohan, and Dungarvan housing projects. To provide administrative support to housing services across the southeast. To complete the appropriate documentation and adhere to the recording and documentation systems and security protocols as directed by the accounts department and the project Leader.
* To provide an administrative service to the services staff team in Waterford and south kilkenny housing projects. Duties to include photocopying, drafting letters, ordering and oversee the postage system, including posting letters once per day and handling incoming post, administering petty cash and booking train tickets.
* To provide administrative support in the archiving and digitalisation of tenant files. To be compliant with up to date GDPR protocols as directed by DPO.
* To provide administrative support for Health and Safety procedures and processes at Waterford and south Kilkenny sites.
* To monitor “working alone” and “on and off site” systems in place at reception point
* As requested, to work as part of the rents team to process rent in line with rent and cash control procedures. To take in, record duplicate receipts and make safe, cash payments made in respect of rent, deposits, service charges, and donations. To update and provide new rent control sheets each week.
* To work alongside finance as a user of Eflow finance system. To follow up any queries with the contractor/supplier; to record on a multitude of date base systems.
* To carry out stock control checks and ensure adequate supplies of stationery, relevant checklist forms, canteen supplies, hygiene supplies for bathroom facilities, cleaning supplies, and postage stamps are available.
* From time to time as directed by the housing manager to provide some administrative support to the property team. To provide admin support and links with tenants in Waterford and South Kilkenny in scheduling the cyclical maintenance program.
* To take enquiries about Focus Ireland services and in a supportive and courteous manner refer on to the appropriate services.
* To be familiar with the operation of the intruder alarm and fire alarm system.
* To provide an administration and operational role for the key system. To create and maintain a safe and efficient key system for the housing service.
* To direct external contractors to properties, maintain all relevant documentation for external contractors at reception in Grange Cohan. To liaise and work in collaboration with the property team administrator and work i when required.
* To engage in supervision sessions on a regular basis with the appointed supervisor
* To participate in relevant training and development courses as agreed with your supervisor.
* To undertake such other duties as might be reasonably assigned from time to time in consultation with the Team Leader and Manager of Housing.
* To be vigilant to any Health, Safety and Welfare risks in the workplace and bring any concerns to the attention of your line manager or Health & Safety Representative. To file sign in sheets and maintain H&S audits on file at reception. To take on Health and Safety tasks as assigned by the project leader
* To work as part of the Focus Ireland Housing Division team by ensuring that:
o The reception function provides a professional and efficient service
o That all phone calls are directed to appropriate staff members and calls are transferred efficiently
o That messages are taken and recorded for staff members
o That professional boundaries are observed with customers at all times
o Each customer is treated within the values of Focus Ireland
What you will need:
* 1 years experience of administration and/or reception duties
* Ability to prioritise work
* Ability to work on own initiative
* Experience and understanding of working with marginalized groups (Desirable)
Focus Ireland is an equal opportunities employer
We are driven by the fundamental belief that homelessness is wrong. Wrong because it is a failure of society that creates victims out of ordinary people and robs them of their potential. Wrong because it can be prevented, it can be solved but is allowed to continue and in doing so, undermines society.
Focus Ireland currently employs 570 people in various capacities that include permanent, fixed term, full time, part time, and relief.
We aim to create continuous improvement and add value through partnership, integration, accessibility and empowerment of all employees.
What we offer
Top up Maternity Benefit up to 26 weeks
Top up Paternity leave up to 8 days
Education Policy - provision of financial support for upskilling/qualifications
Paid expenses
Cycle to Work scheme
Annual Leave – 25 days
Defined Contribution – 5% employee contribution and 7% employer contribution
EAP – Employee assistance programme –staff counselling
Death in Service benefit – 3 times salary
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