Depaul believes that everyone should have a place to call home and a
stake in their community. Our aim is to work with those who are
socially excluded and marginalised by providing a quality led service
in order to produce the best possible outcomes for those accessing our
services. We strive to empower our service users to make choices and
decisions about the way they live their lives. We work in partnership
with central and local government, housing associations and other
non-governmental organisations.
Depaul is an equal opportunities employer, we offer a standard **Apply
on the website** hour working week, generous leave entitlements and a
pension scheme. We support all staff with regular supervision and core
training.
DEPAUL WISHES TO RECRUIT TO THE FOLLOWING ROLE:
OFFICE MANAGER
Head Office: Dublin 8 and Dublin 1, w/ possibility of 3rd location
Salary ?**Apply on the website**,**Apply on the website**.**Apply on
the website** per annum
Full-Time (**Apply on the website** hours)
1. ROLE
Depaul is a values-led organisation working with a number of services
throughout Dublin and Belfast. This role offers a fantastic
opportunity to provide support to our organisation?s central office
team in Dublin. This role will report directly to the Personal
Assistant to the CEO, and will primarily act as the first point of
contact in our head office locations, ensuring the smooth running of
our central office at Nicholas Street and assisting in ensuring the
usability of other office locations. This is an exciting opportunity
to join a diverse team of talented individuals.
2. KEY AREAS OF RESPONSIBILITY
* Respond to all incoming phone calls, addressing general queries in
as far as possible and redirecting or taking messages where necessary
* Responding to all incoming emails to the ?info? account,
addressing general queries in as far as possible and redirecting where
necessary
* Opening, logging and forwarding of incoming post and deliveries.
(Collection in the morning and drop off in the evening)
* Maintaining presentation, usability and safety of common areas
ensuring sufficient supplies, technological and other equipment in
working order, including ordering of stationery and other supplies
* Attendance at allocated routine and ad hoc meetings for minute
taking purposes including circulation of draft and final minutes in
collaboration with meeting host.
* PGM Monthly meeting
* Vision, Missions?and Values meeting
* This may be subject to change as meetings evolve
* Tracking and reconciling payments incurred on company credit card
and liaising with other departments as relevant
* Lead Worker Representative (LWR) inc weekly compliance checklist
* Payroll for HR
* Fire Register and Health and Safety responsibility
* Assisting the Fundraising team in relation to processing and
receipt of donations and other administrative tasks
* Organising and supporting external meetings / events as requested
? including booking venues and coordinating travel arrangements
* Organising and supporting internal meetings/ events as requested
? including greeting visitors, preparing refreshments, set up of
communications technology
* Maintaining room booking calendars as assigned
* Online Tesco Orders for services weekly, this can include other
online purchases
* Staff meetings (monthly)
* Covering for PA to the Directors position during absence of that
post holder and other administrative staff cover
* Supporting PA in monthly statistics preparation
* Maintenance & Facilities Upkeep (maintenance worksheet to be sent
to Facilities when there are any issues, inc if a new office move took
place to be main contact and oversee)
* Cleaning Upkeep (making sure there are enough supplies and cleaner
is looked after)
* Induction of new staff (swipe/ showing them around the office)
* Taxi bookings/ Hotel Bookings / complaints
* Northern Ireland office duties when required
* Supporting SSM NI with Hotel Bookings etc.
The above list is not exhaustive; additional areas of responsibility
may be added over time and flexibility to cover for other staff roles
is required from time to time. While the line manager is specified
above, this does not preclude other senior roles in Central Office
from directing or reviewing work or setting dotted line collaborative
working relationships between same or different level positions.
3. PERSON REQUIREMENTS
* Minimum of five years? experience in an administrative function
including reception / customer service experience
* Competent user of MS Word, PowerPoint and Excel
* Ability to balance multiple competing work demands, prioritising
workload effectively and working to tight deadlines
* Accurate / detail focused
* Experience working in the charity sector is desirable but not
essential.
* Experience in an administrative function including reception /
customer service
_GENERAL REQUIREMENTS_
* All tasks should be completed in an accurate manner and supported
by a clear electronic and hard copy filing system, as appropriate.
* All post holders are required to participate in internal /
external meetings as required, including regular supervision and
annual appraisal.
* All post holders are required to ensure that all Depaul Ireland
policies and procedures are being adhered to, in particularly those
relating to health and safety, code of practice and confidentiality.
* All post holders are required to carry out their duties in a
professional manner maintaining a high-quality standard of work and
always working in accordance with the aims, values and ethos of Depaul
Ireland.
* As Depaul Ireland is a cross-border organisation, regular liaison
and collaboration with staff of the Northern Ireland office is
required.
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ONLINE APPLICATION PROCEDURE:
PLEASE APPLY THOUGH OUR ONLINE APPLICATION PROCESS ON THE VACANCIES
PAGE OF OUR WEBSITE
We need : English (Good)
Type: Permanent
Payment:
Category: Others
