3. PERSON REQUIREMENTS

• Minimum of five years’ experience in an administrative function including reception / customer service experience
• Competent user of MS Word, PowerPoint and Excel
• Ability to balance multiple competing work demands, prioritising workload effectively and working to tight deadlines
• Accurate / detail focus, and
• Experience working in the charity sector is desirable but not essential
• Experience in an administrative function including reception / customer service

4. GENERAL REQUIREMENTS

• While the line manager is specified above, this does not preclude other senior roles in Central Office 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, as appropriate
• All post holders are required to participate in internal / external meetings as required, including regular supervision and annual appraisal
• All post holders are required to ensure that all Depaul Ireland policies and procedures are being adhered to, in particularly those relating to health and safety, code of practice and confidentiality
• All post holders are required to carry out their duties in a professional manner maintaining a high-quality standard of work and always working in accordance with the aims, values and ethos of Depaul Ireland
• As Depaul Ireland is an all-island organisation, regular liaison and collaboration with staff of the Northern Ireland office is required

1. ROLE

To act as a first point of contact and ensure the smooth running of Central Offices and to assist the Facilities Department. Reporting into the Facilities Group Manager.

2. RESPONSIBILITIES

• Respond to all incoming phone calls, addressing general queries in as far as possible and redirecting or taking messages where necessary
• Responding to all incoming emails to the “info” account, addressing general queries in as far as possible and redirecting where necessary
• Opening, logging and forwarding of incoming post and deliveries. (Collection in the morning and drop off in the evening)
• Working with the Facilities Group Manager and facilities department, general administration and procurement / tendering duties and requests
• Administration support to the Senior Services Managers, minute taking, calendar management as required and booking of venues for meetings
• Maintaining presentation, usability and safety of common areas ensuring sufficient supplies, technological and other equipment in working order, including ordering of stationery and other supplies
• Attendance at allocated routine and ad hoc meetings for minute taking purposes including circulation of draft and final minutes in collaboration with meeting host
• PGM Monthly meeting
• Sr. Facilities Meeting
• This may be subject to change as meetings evolve
• Purchasing, tracking and reconciling payments incurred on company credit card and liaising with other departments as relevant
• Completing head office Monthly Payroll report
• Fire Register and Health and Safety responsibility
• Organising and supporting external meetings / events as requested – including booking venues and coordinating travel arrangements
• Organising and supporting internal meetings/ events as requested, including greeting visitors, preparing refreshments, set up of communications technology
• Maintaining room booking calendars as assigned
• Maintenance & Facilities Upkeep (maintenance worksheet to be sent to Facilities when there are any issues, including if a new office move took place to be main contact and oversee)
• Office Manager is the point of supervisor for the cleaners, delegating tasks and maintaining the cleaning upkeep of the buildings
• Induction of new staff (swipe/ showing them around the office)
• Managing Taxi bookings/ Hotel Bookings / complaints
• Covering for PA to the Directors position during absence of that post holder and other administrative staff cover
• Supporting PA in monthly statistics preparation
  The above list is not exhaustive; additional areas of responsibility both in relation to tasks and direct reports may be added over time.