Receptionist

Aoibhneas-Domestic-Abuse-Support-For-Women-and-Childre; Leinster; On-site; EUR 28,000 - 36,000; Full time

Benefits offered by this job

22 days annual leave

Digital GP Care

Employee benefits

Job summary

Aoibhneas in Ireland is seeking a highly organised Administrator / Receptionist to provide front of house, administrative and operational support across the organisation. You will be the first point of contact for visitors and stakeholders, ensuring a welcoming, confidential and professional service.

The role covers reception, data entry, filing, meeting coordination, and support for governance, reporting and compliance, while safeguarding and data protection standards are maintained.

Qualifications

• Qualification in Administration, Office Administration, Reception or related discipline, or equivalent 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.
• Experience in a social care, 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.

Responsibilities

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

Skills

Reception

Administration

Time management

Microsoft Office

CRM systems

Data management

Communication skills

Confidentiality

Governance experience

Organisational skills

Attention to detail

Teamwork

Problem solving

Education

Admin qualification or equivalent

Tools

MS Office

CRM systems

Database systems

Job description

FRS is delighted to be partnering with Aoibhneas in the recruitment of a Receptionist to provide high-quality reception, administrative and operational support across the organisation.

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

• 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.
• 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 beMonday 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.

• 22 days annual leave, including two wellbeing days, with additional incremental days in line with service.
• Access toDigital GP Care and other employee benefits.