Receptionist

Role Purpose

The Administrator / Receptionist will be the first point of contact for visitors, service users, stakeholders and partner agencies, providing a professional, welcoming and efficient service.

The role will support the smooth day-to-day operation of Aoibhneas through reception and office administration, record management, data entry, facilities coordination and stakeholder communication, while maintaining high standards of confidentiality, professionalism and safeguarding.

Key Responsibilities

Reception & Front of House

• Act as the first point of contact for visitors, clients, stakeholders and external agencies.
• Manage incoming calls, emails and correspondence, directing enquiries appropriately.
• Welcome visitors and ensure safeguarding, security and visitor procedures are followed.
• Maintain reception, meeting rooms and public areas to a professional standard.
• Manage incoming and outgoing post, deliveries and courier services.
• Provide information and assistance in a professional, respectful and sensitive manner.

Administration

• Provide administrative support to the CEO, Head of Services and managers as required.
• Prepare correspondence, reports, presentations, agendas and other documentation.
• Maintain accurate electronic and paper filing systems.
• Manage data entry, document control and record-keeping.
• Maintain databases and support reporting requirements.
• Coordinate meetings, room bookings and diaries.
• Record meeting notes and assist with minutes where required.
• Support managers with reports, audits and monitoring returns.

Office & Operational Support

• Order office supplies and monitor stock levels across organisational locations.
• Liaise with suppliers, contractors and service providers.
• Support facilities-related requests, including maintenance, repairs and equipment servicing.
• Assist with Health & Safety administration and compliance documentation.
• Support procurement activities and value-for-money purchasing.

Information Management & GDPR

• Maintain accurate, secure and up-to-date records.
• Support compliance with GDPR, confidentiality requirements and organisational policies.
• Handle sensitive information appropriately and maintain the confidentiality of service users and stakeholders.
• Support the management of organisational databases and reporting systems.

Stakeholder & Service Support

• Build positive working relationships with service users, staff, service providers, funders, contractors and community partners.
• Assist with the coordination of meetings, events, training and organisational activities.
• Support effective communication and information sharing across the organisation.
• Assist service teams with data collection, monitoring and reporting.
• Support staff with administrative requirements relating to service delivery.
• Assist with onboarding, document management and organisational projects.

Other Duties

• Participate in relevant training and professional development.
• Work collaboratively across all departments and service teams.
• Ensure organisational policies, procedures and legislative requirements are followed.
• Work under the direction of the CEO, Head of Services or designated officer.
• Undertake other duties appropriate to the role as required.

Person Requirements

Essential

• Qualification in Administration, Office Administration, Reception, Public Administration or a related discipline, or equivalent relevant experience.
• Minimum two years' experience in an administrative, reception or customer-facing role.
• Excellent organisational and administrative skills.
• Strong planning, time-management and multitasking abilities.
• Excellent IT skills, including Microsoft Office and database systems.
• Strong written and verbal communication skills.
• Excellent interpersonal and customer service skills.
• Ability to handle confidential and sensitive information appropriately.
• Strong attention to detail and accuracy.
• Ability to work independently and as part of a team.
• Ability to prioritise workload and meet deadlines.

Desirable

• Experience within a social care, community, charity or not-for-profit environment.
• Experience using CRM or case management systems.
• Experience supporting governance, compliance or reporting processes.
• Experience coordinating suppliers and contractors.
• Experience supporting office or facilities management.
• Experience in report writing and data management.
• Flexibility and adaptability.
• Initiative and self-direction.
• Strong problem-solving skills.

Role Requirements

Working hours will generally be Monday to Friday, five days per week. Flexibility may be required to support organisational events, meetings and service requirements.

The postholder may also be required to work across different Aoibhneas locations from time to time.

Employer Benefits

• 5% employer pension contribution.
• 22 days annual leave, including two wellbeing days, with additional incremental days in line with service.
• Access to Digital GP Care and other employee benefits.
• Access to External Supervision.
• Employee Assistance Programme.

All offers of employment with Aoibhneas are subject to Garda Vetting, satisfactory reference checks and verification of legal eligibility to work in Ireland. Aoibhneas is an equal opportunities employer. A panel may be formed from this recruitment process.