Receptionist - Ushers Island

Dubsimon; Dublin; On-site; EUR 26,000 - 34,000; Full time

Job summary

Dublin Simon Community is seeking a receptionist for Ushers Island, Dublin City. The role supports daily operations of a 100-bed facility, handling front-desk duties, couriers, and visitor management.

You will report to the Operations Manager, with duties including diary management, building access control, and coordinating with the broader Ushers Island team. This is a full-time, permanent position with a 37.5-hour work week.

Qualifications

• Minimum 1 year’s experience in a busy reception/administrative role.
• Good IT skills and understanding of data protection/confidentiality.
• Ability to manage diary and coordinate meetings and visitors.

Responsibilities

• Maintain a welcoming reception for clients, visitors and staff.
• Manage opening/closing of the building and secure daily setup of reception.
• Induct new staff to the building and manage access cards.

Skills

Reception experience

Microsoft Office

Tools

Microsoft Office

Job description

About Us: At Dublin Simon Community, we’re dedicated to making home a reality. We empower individuals to access and sustain housing through services like prevention, addiction treatment, emergency response, and targeted interventions, in collaboration with our partners.

If you share our values and want to make a difference, we’d love to hear from you. We’re looking for client-focused, friendly, and adaptable individuals to join our team.

We prioritise best practices in HR, including staff training, communication, and involvement in decision-making, to create a supportive and effective work environment.

About the Role

Contract Type: full-time, permanent

Location: Dublin City, Ushers Island

Working Hours: 37.5 hours with a 7-day liability

Job Purpose: The receptionist role at Ushers Island will play a pivotal role in supporting the daily operations of the 100-bed facility. You will be responsible for day-to-day reception activities as well as providing assistance across our Ushers Island team. You’ll report to the Operations Manager.

Core Job Requirements

• Maintain a welcoming and inviting reception experience for clients, visitors, and staff
• Manage the opening and closing of the building and the secure set up of reception daily
• Inducting new staff to the building
• Allocating access cards and managing the access control to the building including removing access when staff or clients leave.
• Familiarity with the building systems (panic alarms, fire alarms, fire drills, fire evacuation plans, CCTV monitoring, access control, first aid, AED, audio-visual programming of communications, room booking systems, photocopier codes, procure, front door security
• Procure goods as requested by the operations manager using an e-procure system
• Maintain the cyclical tracker document (bins, deep cleans, sanitary bin collection, deep cleans, window cleaning, etc), non-IT asset register, register of warranties, and stock control for goods.
• Checking delivery and receipt documents of goods and dispersing to specified areas.
• Managing the control of people and goods throughout the building.
• Maintain the media messaging system by liaising with the Head of Function.
• Prepare documents for the Operations manager
• Reminders to all staff regarding any cyclical maintenance scheduled
• Diary management – arrange meetings, on-site events, couriers, taxis, access for emergency services etc
• Managing all postal, telephone, and visitor communications in and out of the building
• Set up areas for training/meetings as required.
• Monitoring collections of bins and notifying Management if they are overflowing/not collected.
• Liaise with emergency services for exact location, Eircode, and access to the building
• Monitoring people entering/leaving the building ensuring compliance with Fire Safety (signing in/out) and infection control (using hand sanitizer).
• Adherence to data protection and maintaining confidentiality
• Assist the Operations team if and when required.

Note: This Job Description will be reviewed and updated in line with the needs of the work.

Requirements of all Dublin Simon staff

• Commitment to the purpose of Dublin Simon Community and to work within the values, policies, and procedures of the organisation and in the context of current legislation and regulations
• To participate in regular supervision with your line manager
• To actively participate in team and staff meetings and service reviews/ evaluations and to contribute to the development of policy and practice within your area of work and within Dublin Simon as a whole
• To report any area of concern to your line manager in a timely manner
• To show reasonable flexibility in relation to hours of attendance to meet the needs of the work. Work during unsocial hours may be required.
• Have a flexible approach to the work in response to organisational change, development, and review of best practices.
• Participate in and engage with a performance management program.
• Identify training needs with your line manager and participate in training opportunities appropriate to the role
• You are responsible for managing health & safety standards in your service in line with Dublin Simon Community Policies, Procedures & Guidelines
• To participate in the efficient flow of information within the organisation by sharing and seeking the information as appropriate
• To undertake other duties as may be requested by the line manager from time to time
• To undertake your work in a manner that is friendly, flexible, and informal whilst being professional

Person Specification

• Minimum 1 year’s experience in a busy reception / administrative role.
• Good communication skills both written and verbal
• Understanding of data protection and confidentiality
• demonstrate an eagerness to learn with a strong work ethic
• Team-orientated with a flexible approach to changing business priorities
• Possess a high level of attention to detail with strong problem-solving skills
• Be a self-starter, hard-working, committed with a willing to learn and develop new ways of working/processes
• Good IT skills, in particular, an in-depth knowledge of Microsoft Office

Shortlisting may take place while the vacancy is live, so you may be called for interview and/or the vacancy may be filled before the closing date.

Dublin Simon Community is an equal opportunities employer and encourage applications from all qualified individuals.