249 Crumlin Road, Dublin 12 Tel (01) 4557500 info@epilepsy.ie | www.epilepsy.ie Facebook.com/epilepsy.ie | @epilepsyireland Title: Front Office Receptionist / Administration Officer Location: Epilepsy Ireland Head Office, Dublin 12 Hours of Work: 35 hours per week (Monday to Friday) 9.00am-5.00pm Nature of post: This post is a permanent position with a six-month probation period. About Epilepsy Ireland Epilepsy Ireland was established in 1966 and is the national organisation working for people with epilepsy and their families. Our vision is to achieve a society where no person's life is limited by epilepsy. Our work encompasses:
Information, training, and support services for people with epilepsy and their families, delivered from head office in Dublin and 9 regional offices
Education and training for health professionals
Raising awareness and improving public understanding of epilepsy
Advocating on behalf of people with epilepsy
Funding and supporting epilepsy research
Role summary: The main purpose of the Reception/Administration officer is to be the first point of contact within the organisation and to conduct themselves in a professional manner whether on phone or in person. The Reception / Administration Officer will welcome our service users, Epilepsy Ireland members and other visitors in a friendly, helpful, and professional Manner. The successful candidate will be pleasant, courteous and will have a positive attitude. The role is varied and involves assisting different departments across the whole organisation. Duties:
To provide an efficient service managing a busy office reception and telephone lines
To answer all general queries from members, service users and the public in a friendly, helpful, and professional manner
To deal with queries and when appropriate redirect queries to relevant team members including taking and delivering messages to team members
Forwarding referral forms to the regional offices
Maintain a log of incoming calls and prepare statistical reports on monthly basis
Meeting and greeting all visitors to head office and maintaining the visitor’s logbook
Receive and manage deliveries
Organise and manage stock of publications / materials in the office
Prepare and send out information / literature / membership / fundraising packs etc. as requested by team members / service users / volunteers / schools / hospitals etc.
Prepare postage & parcels for collection (including stock for distribution to our regional offices)
Administration support including but not limited to typing, data input on CRM system, filing, photocopying, assistance with compiling reports and statistical information
Process membership payments and enter on the CRM system
Assist with basic invoicing and matching/reconciling invoices/orders for payment
Preparing meeting room including refreshments when required
Assist at internal meetings and external conferences / events with registrations, preparing conference packs etc.
Keeping the front office, meeting room & hall areas neat and tidy, bin collection etc.
Upkeep of office machinery - photocopier, franking machine
Ensure sufficient stock of stationery, kitchen, general supplies etc.
Participate in relevant training and development courses as agreed with line manager
Adhere to all policies, procedures, standards, and duties regarding this position and the organisation, as and when required
Carry out any other duties that may be reasonably expected as part of the role
Requirements: The successful applicant for this post will have: A minimum 3rd level education, a relevant qualification in either Business / Office Administration will be an added advantage
Minimum 2 years’ experience working in a reception / administration role, with some experience in the Voluntary Sector an advantage
Strong IT skills including Microsoft Office, CRM systems, and ability to use general office equipment
Fluent English, both written and oral
Well-developed interpersonal and communication skills
Ability to listen and empathise with those experiencing personal difficulties
Flexible, enthusiastic attitude and ability to work on own initiative or as part of a team.
Strong organisational skills, accuracy, and attention to detail
Ability to multitask, manage time and work in a busy environment
Ability to problem solve, and deliver work to a high standard and to work to tight deadlines
Maintain confidentiality regarding all aspects of the business of Epilepsy Ireland and all those involved with the organisation as staff or as members/service users
Demonstrate a commitment to the work of Epilepsy Ireland and uphold the reputation of the organisation in a professional manner
Benefits to Working with Epilepsy Ireland The post will be permanent following the successful completion of a six-month probation period.
5% employer pension contribution following the completion of the probation period.
22 days annual leave plus Good Friday & Christmas Eve (discretionary days).
Annual leave increments after 5 years' service
Paid Sick Leave - subject to terms and conditions
Bike to Work Scheme
Access to the VHI Employment Assistance Programme
Joining a committed, friendly, and hardworking team
Salary Guide: €29,000
To apply: Please send your Curriculum Vitae with a covering letter explaining why you wish to apply for the position, highlighting your relevant skills and experience to Ashley Butler at recruitment@epilepsy.ie Please use the Reference (Reception / Administration Officer) in the subject line when applying. The closing date for applications will be 4pm on Monday 5th December 2022. Shortlisting will apply and interviews will take place on Thursday 15th December. For the moment, we do not require the assistance of recruitment agencies. By applying for this position, you are giving Epilepsy Ireland consent to have your personal data stored which will be retained for the purpose of this position only The role will be subject to successful reference checks and Garda Vetting Epilepsy Ireland is an Equal Opportunities Employer
General Info Date Entered/Updated 16th Nov, 2022 Region Dublin 12 Expiry Date 5th Dec, 2022