Reception/Administrator

West Pharmaceutical Services; Dublin; On-site; EUR 33,000 - 43,000; Full time

Job summary

West Pharmaceutical Services in Ireland is seeking a dual-role Administrative Assistant who will manage reception operations five days a week and provide essential HR support to the site team.

You will welcome visitors, handle calls, process deliveries, coordinate stationery, maintain employee files, and assist with onboarding, audits, and site communications, contributing to a compliant, efficient workplace.

Qualifications

• 2+ years administrative experience.
• Proficient in Microsoft Office and general IT systems.
• Strong organisational, time management, and prioritisation skills.
• Excellent communication and interpersonal skills, with the ability to engage effectively at all levels.
• Proactive, positive, and comfortable working with a high level of responsibility.
• High levels of confidentiality, discretion, and trustworthiness.
• Ability to work independently with strong attention to detail.

Responsibilities

• Welcome visitors professionally and pre-register; notify West contacts of arrivals as required.
• Answer and direct incoming calls promptly and professionally.
• Manage visitor badges, lunch vouchers, and Wi‑Fi access codes; coordinate deliveries.
• Coordinate stationery and general office supply orders; manage post and courier invoices.
• Provide ad-hoc HR admin support: onboarding setup, file maintenance, audits, and data entry.

Skills

Organisational skills

Communication

Time management

Attention to detail

Tools

Microsoft Office

IT systems

Job description

Description

This is an onsite position requiring the team member to be onsite 5 days a week.

At West, we’re a dedicated team that is connected by a purpose to improve patient lives that has been at the center of our Company for more than a century. Our story began when Herman O. West solved the problem of supplying penicillin in mass quantities to the US Government during World War 2. Through our work to deliver thousands of life-saving and life-enhancing injectable medicines to millions of patients daily, West’s indelible mark on the healthcare industry has just begun. A name started our story. How will yours help write our future?

There’s no better place to join an inclusive community of professionals with opportunities for lifelong learning, growth and development. Supported by benefit programs, we empower the physical, mental, emotional and financial health of our team members and their families.

We believe in giving back to help those in need in the communities where we live and work. And are equally committed to creating a healthier environment and planet through our sustainability efforts.

Job Summary

This dual-role position manages reception operations and provides administrative support to the HR team. Responsibilities include overseeing the reception areas, welcoming visitors, coordinating stationery supplies, maintaining employee files, supporting onboarding setup, assisting with employee recognition and site communications, and coordinating employee initiatives.

Essential Duties And Responsibilities

• Reception Administration
  • Welcome visitors to reception in a professional and courteous manner.
  • Ensure visitors are pre-registered, signed in, and that relevant West contacts are notified of contractor, customer, or guest arrivals as required.
  • Support compliance with site visitor requirements and company protocols.
  • Answer and direct incoming calls promptly and professionally.
  • Manage visitor badges, lunch vouchers, and Wi-Fi access codes.
  • Coordinate deliveries received at reception.
  • Process outgoing post.
  • Arrange courier collections, maintain records, and review incoming courier invoices.
  • Manage and coordinate stationery and general office supply orders.
  • Provide ad-hoc support with travel and accommodation bookings for employees and visitors when required.
• HR Administration Duties
  • Provide administrative support to the HR team.
  • Coordinate new starter ID badge creation and biometric setup, and resolve issues as needed.
  • Schedule probation review meetings and track completion of probation documentation.
  • Maintain an up-to-date presentations.
  • Manage HR purchase requisitions.
  • Oversee use of the HR company purchasing card and maintain records for monthly reconciliation.
  • Maintain HR filing and records, including setting up new employee files, auditing file contents, and archiving leaver files.
  • Complete data entry and update spreadsheets and databases.
  • Assist with audits and support HR projects as required.
  • Act in accordance with the company's guiding principles & adherence to the corporate code of conduct.
  • Compliance to all local site environmental, health & safety regulations.
  • Compliance to all local site company policies, procedures & corporate policies.
  • Perform additional duties at the request of the direct supervisor.

Work Experience

• 2+ years administrative experience

Preferred Knowledge, Skills And Abilities

• Proficient in Microsoft Office and general IT systems.
• Strong organisational, time management, and prioritisation skills.
• Excellent communication and interpersonal skills, with the ability to engage effectively at all levels.
• Proactive, positive, and comfortable working with a high level of responsibility.
• High levels of confidentiality, discretion, and trustworthiness.
• Ability to work independently with strong attention to detail.

Travel Requirements

0%: Up to 0 business days per year

Physical Requirements

Sedentary-Exerting up to 10lbs/4kgs of force occasionally, and/or negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects, including the human body. Sedentary work involves sitting most of the time.

Pay Transparency

The annual base salary range for this position is €33,000.00 - €42,500.00. Total target compensation is determined using objective and gender-neutral criteria, including relevant experience, qualifications, skills, market benchmarks, geographic location, and the scope and responsibilities of the role.

This position may be eligible for variable compensation and other incentive programs in accordance with the terms of the applicable plans within the country of employment. In addition, team members are eligible to participate in the company’s benefits and total rewards programs applicable to their location and employment status.

West is an equal opportunity employer and we value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sex, gender identity, sexual orientation, age, marital status, veteran status, or disability status. If you have a special need that requires accommodation in order to apply to West, please send an email to [e-mail] . Where permitted by law, an offer of employment with West Pharmaceutical Services, or any of its subsidiary or affiliate companies, is contingent upon the satisfactory completion of background screening.