Receptionist & Human Resources Administrator

West Pharmaceutical Services


This is a dual role responsible for the management of Reception & associated administration tasks including management of the company switch and reception area, including greeting key visitors to the site & the management of the company’s stationery needs. In addition, this role is responsible for providing administration support to the HR team including management of employee files, employee recognition process, system set up for new starters, site newsletter and coordination of employee initiatives. This role will be located between reception in both buildings in West depending on requirement. Reporting to the HR Business Partner.


Requirements:

  • Previous administration experience in a dynamic, fast paced working environment required.

  • Organizational skills, personal efficiency, time management skills and the ability to prioritize competing demands are key

  • Excellent interpersonal skills with the ability to work effectively with staff at all levels of the organisation across mediums including face to face, phone, email etc.

  • Positive and proactive person who is energized by having a great responsibility.

  • Very high levels of confidentiality and trustworthiness are an absolute must.

  • Outstanding organisational skills are essential, including the ability to work independently.

  • Strong IT skills / computer literate (Microsoft Office Packages).

Essential Duties and Responsibilities:

  • Meet and Greet visitors to the reception area in a professional manner.

  • Ensure all visitors are pre-registered and signed into site. Where required advise the West contact of all contractor/customer/guest arrival on site.

  • Ensure site Covid rules are adhered to by all visitors to site as advised by West.

  • Answer all incoming calls in a timely professional manner and pass them on to the relevant individuals.

  • Responsible for management of and issuing badges to visitors to site, lunch vouchers & WIFI access codes

  • Responsible for managing deliveries to reception.

  • Responsible for all outgoing post, i.e. frank and organise delivery/collection of outgoing post daily.

  • Book all courier collections, record the details and check all incoming courier invoices.

  • Responsible for managing/co-coordinating all stationery orders and sundry supplies

  • When necessary assist with booking accommodation and flights for West employees and visitors.

HR Administration Duties:

  • Provide administration and documentation support to the HR team

  • Editor of newsletter to be distributed quarterly.

  • Manage the creation of new starter ID badges and biometrics. Trouble shooting biometrics issues when required.

  • Coordinate probation review calendar invites and track return of probation forms.

  • Maintain an up-to-date PowerPoint slide documenting employee engagement initiatives

  • Manage administration element of the employee recognition programme

  • Manage purchase requisition process for the HR team.

  • Manage the use of the company purchasing card and maintain record of same to be reconciled monthly

  • Responsible for Human Resources filing and administration to include new employee file set up, audit of contents and archive leavers.

  • Data Entry, updating spreadsheets and database.

  • Assist with audits.

  • Support on HR projects as required.

  • Act in accordance with the company’s Guiding Principles and adherence to the corporate Code of Conduct.

  • Compliance to all local site Environmental, Health and Safety regulations.

  • Compliance to all local site company policies, procedures and corporate policies.

  • Perform additional duties at the request of the direct supervisor.


To apply for this job, follow the instructions in the original posting at: https://www.irishjobs.ie/Jobs/Receptionist-Human-Resources-Administrator-8723757.aspx


If you need assistance with the application please contact your Job Coach