Part time Receptionist
17.5 hours a week
Permanent Contract
1. Role
This role offers a fantastic opportunity to provide support to our Wexford service. 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.
2. Key Areas of Responsibility
1) 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
2) ADMINISTRATIVE DUTIES
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
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.
The above list is not exhaustive;
3. 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.