Receptionist/Administrative Assistant

Position Summary:

As the first point of contact you will be responsible for greeting all visitors and assist with enquiries. Provide administrative support across the organisation.

This is a part time position - 20 hours per week.

Reception

• Meet and greet all visitors offering refreshments, if appropriate, and informing relevant associates. Ensure that all visitors sign the visitors’ book and carry visitors’ badges. 
• Keep the reception area operating smoothly, while ensuring it is kept neat, tidy and display a professional appearance at all times. Arranging adequate cover is organised in your absence, where appropriate.
• Update reception manual on a regular basis (e.g. procedures, contacts etc)
• Ensure all conference rooms remain clean and tidy with relevant equipment in place
• Establish and maintain the process for booking of meeting rooms/phone booth spaces, hot desks and car parking spaces.
• Responsible to sort, scan, record (where relevant) all incoming, mail. Print and manage any outgoing mail/deliveries.
• Accountable for the preparation of all outgoing courier mail and maintaining all correspondence.
• Sign off or distribute invoices/delivery dockets for approval indicating which department that needs to be charged.
• Investigate office suppliers for competitive contract deals, in conjunction with finance, where appropriate.
• Maintain a current list of associates who require the bus pass and order on a monthly basis using the Bus Eireann ordering system.
• Maintain First Aid boxes to ensure adequate supplies at all times.
• Administer weekly stock take for stationery and kitchen supplies, placing orders when necessary and ensuring control and systems are adhered to at all times. 
• Responsible for kitchen and co-ordination of its upkeep, re-stocking supplies where applicable
• Issue and monitor keycards for all current associates, new starters and visitors. Complete audit on a regular basis.
• Conduct Health and Safety site inspections with HR when required.
• Track Fire Wardens and First Aiders daily attendance and co-ordinate Health and Safety training when required.
• Liaise with relevant associates/suppliers in relation to office maintenance. Maintain a log of all associate’s concerns and resolutions.
• Undertake specific projects as required, from time to time.

Office Administration

• Assist the Human Resources and Senior Leadership Team with general administration duties, event organisation e.g. regret letters and provide secretarial support as requested.
• Maintain birthday list and send e-cards accordingly.
• Liaise with recruitment agencies in Cork and London for open positions.
• Advertising positions internally and externally, when required.
• Co-ordinate interviews with candidates for open positions.
• Facilitate with securing both written and verbal references for potential candidates in Cork and London.
• Ensure notice boards in the canteen are updated on a regular basis.
• Prepare expense reports for managers on site, where applicable.
• Assist associates with travel arrangements as requested.
• Any other duties as requested by management.
• Complete timesheets for relevant departments.

Other

• Perform all tasks in a timely manner ensuring all deadlines are met.
• Perform other related tasks as assigned by management.
• Comply with all policies and procedures
• Be proactive and have a flexible approach to work, meeting the needs of the team and the business at all times.
• Maintain an attitude and commitment to provide excellent service to all customers and associates. Respond sensitively to the needs and feelings of others, regardless of status or position; accept interpersonal differences and maintain a constructive rapport with all associates and customers.
• Maintain computer knowledge (Microsoft Office)
• Work with all MVCI colleagues as a team, supporting the needs within that team and those of the business at all times.

PREFERRED QUALIFICATIONS

Related Work Experience

At least 1 year of related work experience in an administration role

FURTHER DATA

Full time - Based onsite

Office hours – 9AM to 1:00 PM or 10:00 AM to 2:00PM

CRITICAL COMPETENCIES

Analytical Skills

• Computer Skills
• Problem Solving
• Decision-Making

Interpersonal Skills

• Customer Service Orientation
• Interpersonal Skills
• Team Work
• Flexibility

Communications

• Communication
• Listening
• Telephone Etiquette Skills
• English Language Proficiency

Personal Attributes

• Dependability
• Initiative
• Integrity
• Stress Tolerance
• Positive Demeanor

Organization

• Time Management
• Commitment to deadlines
• Planning and Organization

Administration

• Typing
• Microsoft Office