Job Description

This vacancy is a front-of-house receptionist role ensuring the smooth running of the reception area and providing administrative support to designated management. The appointee will be responsible for providing an effective and efficient administrative support to senior managers and other nominated staff. They will act as a first point of contact which requires effective communication with a wide range of stakeholders. They will be required to handle multiple tasks within tight time frames and must work well under pressure while contributing high quality services. They will work in a challenging multidisciplinary environment and to high standards and will maintain strict confidentiality at all times.

• Reception / front desk duties – telephone answering, screening calls, dealing with queries from public staff and others, greeting and assisting visitors
• Diary and email management for senior managers
• Timely follow up on correspondence including prioritisation of urgent requests, drafting responses and dealing with and responding to correspondence within stated timeframes.
• Arranging conference and training attendance for senior managers and technical staff and ensuring the related registration, travel and expenses involved are in order
• Arranging / scheduling meetings and minute taking
• Creating and preparing Power Point presentations
• Preparation and/or collation of data – maintaining excel spread sheets and other databases
• Maintaining an efficient filing and records system to the high standard required. Managing a computerised file management system (SharePoint)
• Complying with the organisation’s policies and procedures and working to quality management systems in order to support core functions, e.g. Freedom of Information, Data Protection, Health & Safety etc.
• Other such duties as required

Required Knowledge, Skills, and Abilities

• Leaving Certificate with a minimum of 5 grade D’s (lower level) or equivalent. A post Leaving Certificate qualification would be an advantage
• Previous experience working in a busy reception area
• Relevant experience in an administrative role
• High degree of computer literacy: Outlook, Word, PowerPoint and Excel.