Receptionist

THE COMPETITION Clare County Council is currently inviting applications from suitably qualified persons for the above competition. Clare County Council will, following the interview process, form a panel for the post of Receptionist – Active Ennis from which future relevant vacancies may be filled subject to sanction approval from the Department of Housing, Local Government and Heritage. Positions will be offered in order of merit as per the panel. This panel will exist for 12 months and may be extended for a further period of 6-12 months at the discretion of the Chief Executive.

JOB DESCRIPTION The role of the Receptionist is a key frontline position in Active Ennis. • Dealing with customers and colleagues at a variety of levels through various means of communication including face to face interaction. Responding to queries in an efficient and always courteous manner; • Carrying out a range of administrative tasks including preparing letters / documents / presentations for public circulation, typing, minute taking, report/returns preparation, filing, arranging meetings, receipting/balancing payments including cash, coin counting, handling internal / external mail; • Administration of Membership including receiving and processing of memberships, inputting bank details, issuing and stocktaking of membership key fobs, monthly direct debit runs, carrying out unpaid direct debit procedure; • Using booking system for pool and hall bookings; • Processing of payments for Outdoor Facilities – ensuring they are allocated against bookings; • Communicating with Facilities Manager and Caretakers regarding any issues; • Managing social media platforms for the complex including responding to queries received and updating of status/activities/notices; • Swimming Lessons and Kids Camps Administration; • Keeping reception policies and procedures updated, both for customers and staff; • Regular stocktaking, notifying management when stock is needed or communicating anomalies; • Ensuring that a stock of membership forms, price lists, timetables, leaflets on activities that we are promoting at the time, general info leaflets, HSE leaflets are always available for customers; • Keeping reception area, general lobby area and toilets clean; • Being aware of all activities that are happening so that the best and correct info is passed onto customers; • Dealing with on-site contractors – ensure they are signing in/out and relaying information to management; • Taking children’s party bookings – and liaising with food providers; • Issuing monthly invoices; • Keeping track of primary school usage to ensure correct billing applied; • Following correct opening and closing of reception procedure; • Any other duties that may be assigned as part of the overall functioning of the relevant Department.

ESSENTIAL SKILLS & EXPERIENCE FOR THE ROLE The ideal candidate for the position shall: • have relevant administrative experience and clerical skills; • have strong customer service ethos; • be self-motivated and an effective communicator; • able to work under pressure.

DUTIES The duties to be assigned include the following although this list is not exhaustive and may be reviewed from time to time as organisational needs require.

The duties will include but will not be limited to the following: • Dealing with customers and colleagues at a variety of levels through various means of communication including face to face interaction. Responding to queries in an efficient and always courteous manner; • Carrying out a range of administrative tasks including preparing letters / documents / presentations for public circulation, typing, minute taking, report/returns preparation, filing, arranging meetings, receipting/balancing payments including cash, coin counting, handling internal / external mail; • Administration of Membership including receiving and processing of memberships, inputting bank details, issuing and stocktaking of membership key fobs, monthly direct debit runs, carrying out unpaid direct debit procedure; • Using booking system for pool and hall bookings; • Processing of payments for Outdoor Facilities – ensuring they are allocated against bookings; • Communicating with Facilities Manager and Caretakers regarding any issues; • Managing social media platforms for the complex including responding to queries received and updating of status/activities/notices; • Swimming Lessons and Kids Camps Administration; • Keeping reception policies and procedures updated, both for customers and staff; • Regular stocktaking, notifying management when stock is needed or communicating anomalies; • Ensuring that a stock of membership forms, price lists, timetables, leaflets on activities that we are promoting at the time, general info leaflets, HSE leaflets are always available for customers; • Keeping reception area, general lobby area and toilets clean; • Being aware of all activities that are happening so that the best and correct info is passed onto customers; • Dealing with on-site contractors – ensure they are signing in/out and relaying information to management; • Taking children’s party bookings – and liaising with food providers; • Issuing monthly invoices; • Keeping track of primary school usage to ensure correct billing applied; • Following correct opening and closing of reception procedure; • Any other duties that may be assigned as part of the overall functioning of the relevant Department ESSENTIAL CRITERIA 1. Character Each candidate must be of good character. 2. Health Candidates shall be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service. 3. Education, Training, Experience, etc. Each candidate must, on the latest date for receipt of completed application forms: • Have obtained at least Grade D (or a Pass), in Higher or Ordinary Level, in five subjects from the approved list of subjects in the Department of Education Established Leaving Certificate Examination or Leaving Certificate Vocational Programme, Or • Have passed an examination of at least equivalent standard, Or • have had at least two year's previous service in a permanent and pensionable office of Clerical Officer, Clerk/Typist (Clerical Duties), Clerk Typist (Typing and Clerical Duties) or Clerk/Typist under a local authority, or health board in the State. Or • Have satisfactory relevant experience which encompasses demonstrable equivalent skills.

*Non-Irish Qualifications must be accompanied by a determination from Quality and Qualifications Ireland (QQI) to establish their comparability against the Irish National Framework of Qualifications, overseas qualifications must also be accompanied by a translation document. 4. Age Each candidate must be under 70 years of age on the latest date for receipt of completed Application Forms for the office if they are deemed not to be new entrants to the Public Service as defined by the Public Service Superannuation (Miscellaneous Provisions) Act 2004. However, the age restriction of 70 years does not apply to "new entrants" to the Public Service as defined by the Public Service Superannuation (Miscellaneous Provisions) Act 2004. 5. Citizenship: Candidates must, by the date of any job offer, be: (a) A citizen of the European Economic Area (EEA). The EEA consists of the Member States of the European Union, Iceland, Liechtenstein, and Norway; or (b) A citizen of the United Kingdom (UK); or (c) A citizen of Switzerland pursuant to the agreement between the EU and Switzerland on the free movement of persons; or (d) A non-EEA citizen who is a spouse or child of an EEA or UK or Swiss citizen and has a stamp 4 visa; or (e) A person awarded international protection under the International Protection Act 2015, or any family member entitled to remain in the State as a result of family reunification and has a stamp 4 visa or (f) A non-EEA citizen who is a parent of a dependent child who is a citizen of, and resident in, an EEA member state or the UK or Switzerland and has a stamp 4 visa. Salary: The salary shall be fully inclusive and shall be as determined from time to time. Holders of the post will be paid at the appropriate point on the salary scale in accordance with the relevant Department Circular. Where the appointee has been serving elsewhere in the public service in an analogous grade and pay-scale and will be moving without break to another part of the public sector at an analogous grade, the appointment may be made at the appointee’s current point of scale. The rate of remuneration may be adjusted from time to time in line with Government pay policy. Starting pay for new entrants to the sector will be at the minimum of the scale.

The current salary scale applicable to the post is €15.27 - €24.56 (LSI) per hour (October 2023)