Role:
This role offers a fantastic opportunity to provide support to one of our Dublin services. Depaul is a values-led organisation working with a number of homeless services throughout Dublin and Belfast. 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.
1. Key Areas of Responsibility
GENERAL RESPONSIBILITY
To be an integral part of the team in the service, in offering support and care to homeless.
PRINCIPLE 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
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
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.
HEALTH AND SAFETY
Ensure that Health and Safety standards are met within the Service in accordance with the Depaul’s Health and Safety policy.
Record and report all health and safety and security issues, as appropriate to the role.
Adhere fully and cooperate with project staff in the management of any emergency situations, when they arise.
TEAM WORK
Work as a member of the team in the best interests of the Service Users
Participate fully in Depaul’s and local consultation processes
Be flexible in regard to working work hours (in agreement and after negotiation with the management), for the benefit of the service.
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.
Proficient use of IT required in role, including email in a professional capacity
2. Person Requirements
1 years’ experience using MS Excel, MS Access, MS Power Point and MS – ESSENTIAL
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
Online Application Procedure:
Please apply though our online application process on the vacancies page of our website
https://depaulcharity.getgotjobs.co.uk/home
For more information, please contact Human Resources:
Tel: 00 353 1 453 7111 or e-mail recruitmentroi@depaulcharity.net
Closing date for all applications: Friday 12th May 2023 at 5:00pm
Panels will be formed from which future vacancies may be filled