Administrator / Receptionist

Role Title: Administrator/Receptionist

Location: 2nd Floor Arthurs Quay House, Arthurs Quay, Limerick V94 XVRO

Hours: 21 hours

The CASP Community Substance Misuse Team is a multi-disciplinary team, within the suite of services managed by CASP, funded through the MWRDAF responding to under 18′s and their families affected by substance misuse issues in the Mid-West Region.

We are now seeking to recruit a part time office administrator/receptionist, on a 6-month fixed term contract, based at our offices in Limerick City.

OBJECTIVE:

To carry out administrative tasks on behalf of the CASP Community Substance misuse Team (CSMT) in the Mid-West Region. The successful candidate will report to the CEO/Team Leader and play a pivotal role in assisting the CASP and Community Substance Misuse Team in developing and implementing administrative duties of a strategic and operational role within the organisation.

The role will include administration duties (but not limited to):

• To support the work with families and young people affected by substance misuse in the Mid-West. This would incorporate the Strengthening Families Programme and other evidence based interventions.
• Greeting visitors and directing them appropriately and in a professional manner ensuring sign in/sign out and any screening processes in place are applied.
• Answering the telephone and directing calls as necessary i.e., screening of calls as part of client referral protocols.
• Responding to all email/phone queries coming through reception.
• Recording and distributing all incoming & outgoing correspondence, including referrals to the service.
• Providing Administrative/Clerical assistance to CEO/Management in relation to confidential correspondence, records and reports that include service user feedback.
• Support the eCASS and HRB reporting system.
• Maintaining an efficient filing system.
• Provide administrative support at meetings when requested and convene and arrange meetings and venues/zoom as required.
• Making travel arrangements and room booking where necessary.
• Oversee the requisition of supplies and equipment in relation to service requirements in line with budgetary allowances.
• Provide administrative support for financial procedures, practice and reporting as required.
• Comply with all Health & Safety regulations and standard operating procedures relating to covid-19 or similar health concerns, fire procedures and maintaining safe working environment for all staff and visitors on the premises.

Person Specification

• Ability to work as part of a team in a demanding and challenging environment.
• Excellent communication & interpersonal skills.
• Ability to work on own initiative as well as working effectively within the team.
• Good working knowledge of office management systems including zoom, teams and telephone.
• Knowledge of general administration procedures.
• Ability to prioritise competing demands.
• Good problem-solving skills.
• Strong organisational skills.
• Excellent written and verbal communication skills.
• Strong attention to detail.
• Professional friendly demeanour and approachable.
• Flexibility and adaptability in terms of tasks and time.
• Ability to maintain professional and personal boundaries.

Service Management

Key Tasks

• To comply with standards and procedures as directed by Management and in line with best practice of funding agents.
• Support the development and implementation of good practice policies and procedures in relation to financial accountability within CSMT Service.
• Assist CEO/Team Leader in the preparation and planning of funding applications and quarterly/annual reports.
• General administration and day to day maintenance of internal PC network.
• Relevant general office duties, phone calls, photocopying, scanning, filing etc.
• Maintain supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing orders following a purchase order system.
• Administer the day-to-day aspects of the service and facilities.
• Provide reports and statistics as required.
• Participate in ongoing evaluation and initiatives to improve the quality of all aspects of the service.
• Undertake other ad hoc duties as and when is requested by the team leader.

Qualification/Experience

• Office administration experience is essential with at least two-years paid/volunteer experience in a similar office environment.
• Experience in MS Excel, MS Access, MS Power Point, MS Teams and zoom - essential

Hours of Work

21 hours per week excluding lunch break, hours per day to be agreed by Team Leader.

Closing Date

Closing date for receipt of completed application forms is 5pm Tuesday the 20 th May 2025 and interviews the week commencing 26 th May 2025.

Shortlisting will apply and a 12-month panel may be formed where future vacancies will be recruited from.

If you wish to apply, please send a copy of your CV plus a covering letter stating how you meet the job requirements:

Reference: Administrator/Receptionist, Mid-West

Funded through the HSE by the Mid-West Regional Drugs Task Force