About the Role
Job Purpose:
To support front of house including shop assistance as well as supporting the Office Manager and staff with general administrative tasks
Contract Type:
Permanent Contract (37 hours a week)
Job Location:
Our offices are based on Nassau St.
, Dublin 2.
Although we have a hybrid work model in place, Front of House requires full office attendance.
Reporting to:
Office Manager
Responsibilities
Front of house administration, including answering calls (main reception/phone line), replying to emails, mail/shipping management, organisation of reception and visitor greeting
Maintain office standards by controlling, tracking, ordering, restocking, and coordinating office supplies & equipment including organizing stock.
Liaise with couriers & delivery companies maintaining track of all items sent & received
Sale of items from IHF shop through phone & in-person using website & WooCommerce system.
Handling materials, parcels & dispatching/tracking orders.
Participate in internal communications
Creating, maintaining and updating tracker spreadsheets
Preparation of meeting rooms as required & ordering catering if needed
Controlling stock, tracking & dispatching orders of promotional materials liaising with all internal departments & customers.
Handling boxes & organizing materials (i.e. leaflets, brochures, etc)
Assist in attendance, records and fire alarm testing co-ordination
Assist in access control management
Assist with the implementation and compliance of Health & Safety and security measures e.g. first aider, fire warden duties etc.
Assist Director of Finance and Operations when needed with lodgments & recording cheques
Assist Office Manager with office organisation & keeping cleaning standards (ie. Organising cleaning storage, stationary storage, mail room, kitchen & load/unload dishwasher etc)
Provide additional support to maintain smooth office operations in the Office Manager's absence e.g. liaising with contractors, cleaners and building management etc.
Identify opportunities for improving productivity and efficiency
Any other tasks as may be assigned by the manager or designated person
Qualifications and Experience
IHF is open to applications from candidates who have experience in most but not all of the following areas.
The successful candidate will be supported through their induction to increase their knowledge and ability to deliver on the responsibilities outlined here.
Further training and ongoing support will be available.
2 + years relevant job experience
Excellent written and spoken command of English language
High level of IT literacy with strong Microsoft Office skills specially excel & word
Good communication skills & kindness to liaise with bereaved customers
Highly organised & detail oriented
Team spirit with the ability to work independently using own initiative
A high level of energy and commitment
Ability to work under pressure and meet a range of deadlines
The above Job Specification is not intended to be a comprehensive list of all duties involved, and, consequently, the post holder may be required to perform other duties as appropriate to the post that may be assigned to them from time to time and to contribute to the development of the post while in office.
Benefits Include
Pension: As a member you will be required to make a pension contribution of 5% on your gross annual salary.
IHF will contribute 10% on your behalf to a company contributory pension scheme.
Death in Service: 4 times annual salary
Income Protection: 75% of salary and cover pension contributions
Annual Leave: 23 days per year (increased with service)
Additional Leave Days: Closure of the office on Good Friday, half day Christmas Eve and time between Christmas and New Year
Maternity Leave: 26 weeks fully paid maternity leave (less social welfare benefits)
Adoptive Leave: 24 weeks fully paid adoptive leave (less social welfare benefits)
Paternity Leave: 2 weeks fully paid paternity leave (less social welfare benefits)
Sabbatical Leave: Opportunity to take Sabbatical leave after 5 years of service
Opportunities for training and workplace development
Access to our Employee Assistance Programme
Travel (bike-to-work schemes/tax saver commuter tickets)
Closing date for applications is
1st April ****
Applicants should submit a CV (max. 2 pages), detailing relevant experience, along with a covering letter outlining the reasons they believe they are suitable for this role.
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