Receptionist, Dublin 8

4 Christchurch Square, Dublin 8

General Information

What will the receptionist do?

The receptionist will provide reception and telephonist support to the National Office. Our National office is where Barnardos’ support departments are based, some of these include our Senior Management team, Fundraising, HR, Finance, IT, Communications departments and our Learning and Development Service.

The receptionist will receive all incoming calls to the National Office and re-direct them to our 40 services nationwide or to staff based in the building. The receptionist will also greet all visitors and members of the public who call into the National Office.

Telephone callers and members of the public who visit the National Office may have sensitive queries and the post holder must have excellent interpersonal skills and be able to deal with these queries in a sensitive and confidential manner.

Our reception is covered 5 days per week from 9am to 5pm Monday to Friday, the other days of the week are covered by another receptionist. Good communication skills and a handover is required weekly between both receptionists to ensure the smooth running of the reception desk. This position is part of the Human Resources team.

The role also has some daily and weekly administrative duties and full details of these can be found in the job description below.

 


Job Description

Post:      Receptionist
Location:  Christchurch Square, Dublin 8
Responsible to:  Human Resources Manager
Works with: HR Team, National Office staff and Regional teams

 

Job Purpose

To provide reception and telephonist support to the National Office.

Core Job Requirements

  • Answer all incoming telephone calls promptly and efficiently. Connect callers to correct extension number or transfer to voicemail. Take messages where necessary.
  • Open incoming post each morning with a member of the National Office staff from the rota, entering all monies received in the Post Book.
  • Matching invoices received to delivery dockets held at reception for payment purposes.
  • Distribute general emails and faxes received to the relevant staff.
  • Provide information to callers giving locations and contact details of all Barnardos offices nationwide.
  • Maintain ‘Connect’ and any other appropriate directory of staff contact details and Barnardos services.
  • Ensuring all visitors sign the visitors book and provide hospitality when required.
  • Contact the relevant staff when donations are received and provide a receipt.
  • Review room bookings when required for meetings, conferences etc.
  • Order Travel Passes for staff as required.
  • Maintain the franking machine to ensure there are sufficient funds and supplies at all times.
  • Monitor the stationery orders by staff on the shared server and order items when necessary.
  • Ensure reception processes are documented and available for staff who provide cover for reception (including agency staff).
  • Order taxis and couriers as required and record appropriate cost centre and funder details.
  • Any other duties that may be requested from time to time.

Requirements Specific to this Post

  • To support the modernisation of work processes and technology and to participate and contribute to these developments.
  • To welcome training opportunities, as a result of developments in processes and technology, performance management or otherwise.
  • Appreciation of the role in an organisational context.
  • Good communication with the other receptionist and to provide a handover weekly to ensure the smooth running of the reception desk.

Requirements of all Barnardos staff

  • Commitment to the purpose of Barnardos and to work within the values, policies and procedures of the organisation and in the context of current legislation and regulations.
  • To participate in regular supervision with your line manager.
  • To actively participate in team and staff meetings and service reviews/evaluations and to contribute to the development of policy and practice with your area of work and within Barnardos as a whole.
  • To report any area of concern to your line manager in a timely manner.
  • To show reasonable flexibility in relation to hours of attendance to meet the needs of the work. Work during unsocial hours may be required.
  • Have a flexible approach to the work in response to organisational change, development and review of best practice.
  • Participate in and engage with a performance management programme.
  • Identify training needs with your line manager and participate in training opportunities appropriate to the role.
  • To be vigilant to any Health, Safety and Welfare risks in the workplace and bring any concerns to the attention of your line manager or Health & Safety Officer.
  • To be vigilant to any concerns regarding the protection and welfare of children and to bring them to the attention of the Barnardos Designated Person in a timely manner, in keeping with the Barnardos Child Protection policies.
  • To participate in the efficient flow of information within the organisation by sharing and seeking information as appropriate.
  • To undertake other duties as may be requested by the line manager from time to time.
  • To undertake your work in a manner that is friendly, flexible and informal.

Note: This Job Description will be reviewed and updated in line with the needs of the work.


Person Specification

Personal Attributes

  • Ability to work on own initiative and to consult where appropriate.
  • Ability to prioritise competing demands and to meet deadlines.
  • Excellent communications and interpersonal skills.
  • Awareness of confidentiality and the ability to deal with sensitive queries.
  • The ability to work in collaboration with others.
  • Flexibility and adaptability in terms of tasks and time is essential for this post.
  • Attention to detail and good numerical skills essential.

Experience

Minimum of two years directly relevant experience essential.  

Ability to use IT systems such as Word and Excel essential.

Receptionist experience a distinct advantage.

Flexibility is desirable in working hours / days to allow for the change of working days and or the possibility of working additional days on occasions if requested.

Qualifications

Junior Cert or equivalent minimum level of education.

 

The postholder is initially assigned to work in the National Office, Dublin 8 but may be required in the future to work in other project(s) in the Dublin area in line with organisational needs.


Application Procedure

Applicants must complete this application form and submit it through our website before the closing date.

Applicants may also attach a CV or other supplementary information in respect of our application.

Attaching a CV alone will result in the applicant not being considered for shortlisting.

Shortlisting will apply

Candidates who are moved to the 2nd stage of our Recruitment process are required to complete a medical questionnaire and the E-Vetting process. References will be taken up at this stage.

All documentation received by Barnardos in relation to job applications  will be processed in accordance with the Data Protection Acts, 1988 and 2003. The information will only be used by Barnardos  in the processing of job applications and for ongoing administrative purposes with job candidates.  To make a request under the Data Protection Acts, please submit a request in writing to: Data Protection Executive, Barnardos  National Office,  Christchurch Square, Dublin 8 or email dataprotection@barnardos.ie