Role
Depaul is a values-led organisation working with a number of services throughout Dublin and Belfast. This role offers a fantastic opportunity to provide support to our organisation’s central office team in Dublin. This role will report directly to the Personal Assistant to the CEO, and will primarily act as the first point of contact in our head office locations, ensuring the smooth running of our central office at Nicholas Street and assisting in ensuring the usability of other office locations. This is an exciting opportunity to join a diverse team of talented individuals.

2. Key Areas of Responsibility
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)
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
Vision, Missions and Values meeting
This may be subject to change as meetings evolve
Tracking and reconciling payments incurred on company credit card and liaising with other departments as relevant
Lead Worker Representative (LWR) inc weekly compliance checklist
Payroll for HR
Fire Register and Health and Safety responsibility
Assisting the Fundraising team in relation to processing and receipt of donations and other administrative tasks
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
Online Tesco Orders for services weekly, this can include other online purchases
Staff meetings (monthly)
Covering for PA to the Directors position during absence of that post holder and other administrative staff cover
Supporting PA in monthly statistics preparation
Maintenance & Facilities Upkeep (maintenance worksheet to be sent to Facilities when there are any issues, inc if a new office move took place to be main contact and oversee)
Cleaning Upkeep (making sure there are enough supplies and cleaner is looked after)
Induction of new staff (swipe/ showing them around the office)
Taxi bookings/ Hotel Bookings / complaints
Northern Ireland office duties when required
Supporting SSM NI with Hotel Bookings etc.
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. 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.

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 focused
Experience working in the charity sector is desirable but not essential.
Experience in an administrative function including reception / customer service

General Requirements
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 a cross-border organisation, regular liaison and collaboration with staff of the Northern Ireland office is required.
Online Application Procedure:
Please apply though our online application process on the vacancies page of our website
depaulcharity.getgotjobs.co.uk

For more information, please contact Human Resources:
Tel: 00 353 1 453 7111 or e-mail recruitmentroi@depaulcharity.net
Closing date for all applications: 6th November 2020 at 9 am.