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Mercy International Centre: Receptionist

Mercy International Association (MIA) serves groups of Sisters of Mercy together with their Associates and Partners in Ministry from all over the world in working towards a more just and compassionate world. Title of Position: Receptionist Salary: Salary range between €30,000 and €33,000 negotiable, dependent on skills and experience. Hours of work: This is a full time office-based position. This position will require occasional night and weekend hours with scheduling provided in advance. Time in lieu will be provided for irregular hours. The office is located at Mercy International Centre, 64a Lower Baggot Street, Dublin. This position is office-based to accommodate in-person visitors to the Centre. Hours 8.30 AM to 4.30 PM (see above re flexibility) Lunchbreak of 1 hour Working Relationships: The post holder will develop and maintain positive, professional relationships with colleagues, and all whom they are in contact with via email, phone, and inperson. The post holder will be expected to work both independently and collaboratively. Additionally, MIA has an office in New York, USA. Collaboration with the NYC staff outside of standard working hours is occasionally necessary to accommodate time zone differences. Purpose of the Position: The receptionist is an integral part of ensuring a spirit of hospitality for all who enter Mercy International Centre (MIC) by providing a warm welcome with courteous and efficient attention to all visitors. This role is a central point of contact and ensures that business affairs receive competent and prompt attention, guests feel a sense of welcome and inclusion, and administrative tasks are well organized to assist staff in running MIC efficiently and effectively. Key Responsibilities:

  • Respond to telephone enquiries in an effective manner by either referring them to the most appropriate person or accurately relaying messages via internal email;

  • Greet visitors and guests, referring them to the relevant staff where needed;

  • Ensure additional assistance is provided for disabled or elderly visitors/guests;

  • Ensure that conference attendees are directed to the conference area in use;

  • Take responsibility for the visitors sign in/sign out procedures;

  • Organize taxis and couriers as requested;

  • Ensure reception area is tidy and presentable;

  • Provide basic and accurate information in-person and via phone/email;

  • Receive, sort, and distribute daily mail/deliveries;

  • Prepare and process all outgoing mail and maintain mail records as required;

  • Maintain office security by following safety procedures and controlling access to the reception desk and area;

  • Order and maintain an adequate inventory of office supplies and equipment, including computers and IT;

  • Act as the primary liaison person with appointed IT services to ensure that issues are resolved;

  • Maintain internal telephone extension lists and reference/information books (e.g. contact details for taxis, florists, postal rates, and other relevant information);

  • Take bookings for accommodation and meeting rooms in consultation with the Facilities Manager and Office Manager. Additionally, ensure bookings are accurately recorded and that information about attendee needs (catering, special needs, equipment requirements, etc.) is shared with relevant staff;

  • Update calendars and schedule meetings;

  • Receipt all monies paid via cash or card;

  • Attend to in-person and online sales from the gift shop and maintain the inventory in consultation with relevant staff;

  • Provide support for administrative staff overflow work including data entry, word processing, and file management, and perform other clerical receptionist duties as required.

The above is not an exhaustive list and is intended to list the key duties and responsibilities for the position. Experience and Skills:

  • High level computer skills including proficiency with Google Suite especially Gmail, Google Docs, and Google Calendar as well as with basic Microsoft programs.

  • Experience with organizational software technology, or a willingness to learn. MIC utilizes Stripe and Shopify for gift shop services, Zoom for virtual international meetings, and Cloudbeds for bookings

  • Work confidently under pressure while managing a competing and demanding workload

  • Experience working within a collaborative team

  • Cultural awareness and sensitivity

  • Ability to develop strong relationships with visitors and colleagues

  • High level of flexibility and excellent organizational skills

  • Proficiency with office equipment (e.g. printers, etc.)

Applicants must be citizens of Ireland or the EU with eligibility to work in Ireland Applications and enquiries: To apply for this position, please email a cover letter, a CV, and the contact details of two referees, preferably one from your current employer, who can comment on your suitability for the position to: Informal Enquiries to: Only those selected for an interview will be contacted. Completed applications for this position must be received by 15 February 2021.

General Info Date Entered/Updated 3rd Feb, 2022 Region Dublin 2 Expiry Date 15th Feb, 2022

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