Job Description Office Receptionist
Job Title: Office Receptionist
Department: Administration
Location: Office Based, Dublin 18
Hours: Tuesday, Wednesday & Thursday, 9:00am 5:00pm (21 hours per week)
Job Purpose
The office receptionist is responsible for providing a professional and welcoming first point of contact for visitors, clients, carers and staff. The role supports the day to day running of the office by managing reception duties, maintaining office supplies, processing stock, and providing administrative support to the HR and Recruitment teams.
Key Responsibilities
Reception Duties
- Answer incoming telephone calls promptly and professionally.
- Welcome visitors to the office and direct them to the appropriate staff member.
- Respond to general enquiries in person, by telephone and by email.
- Take accurate messages and ensure they are passed on promptly.
- Monitor and maintain the reception area to ensure it remains tidy and presentable.
Administrative Duties
- Assist with general office administration and filing.
- Monitor and respond to shared email inboxes as directed.
- Prepare, scan, photocopy and file documentation.
- Maintain accurate records and ensure documents are stored appropriately.
- Assist with scheduling meetings and appointments when required.
HR & Recruitment Support
- Provide administrative support to the HR department.
- Assist the Recruitment and HR team with onboarding administration.
- Prepare recruitment and employee documentation.
- Contact candidates when requested to arrange interviews or obtain documentation.
- Assist with processing employment paperwork and maintaining employee files.
- Support HR with general administrative tasks as required.
Stock & Office Management
- Receive and process all stock deliveries.
- Maintain accurate stock records.
- Organise and distribute office and care supplies.
- Monitor stock levels and notify management when supplies are running low.
- Assist with ordering office stationery and supplies when required.
- Ensure storage areas remain organised and stocked appropriately.
Office Maintenance
- Help ensure the office environment is clean, organised and welcoming.
- Report any maintenance issues or health and safety concerns.
- Assist in maintaining kitchen and communal office areas.
- Ensure meeting rooms are prepared when required.
General Responsibilities
- Maintain confidentiality at all times.
- Deliver excellent customer service to clients, carers and colleagues.
- Work collaboratively with all departments.
- Carry out any other reasonable administrative duties as requested by management.
Skills & Experience
Essential
- Previous reception or administrative experience.
- Excellent communication and interpersonal skills.
- Strong organisational and time management abilities.
- Good IT skills, including Microsoft Office (Word, Outlook and Excel).
- Ability to multitask and prioritise work effectively.
- Professional telephone manner.
- High level of accuracy and attention to detail.
Reporting To
The Office Receptionist will report to the HR Manager or Client Director and will work closely with the HR, Recruitment, Compliance and Management teams.
Hours of Work (21 hours per week)
- Tuesday: 9:00am 5:00pm
- Wednesday: 9:00am 5:00pm
- Thursday: 9:00am 5:00pm
