Receptionist

Ibec, the group that represents Irish business, is inviting applications for a Receptionist. The deadline for applications is 11th August 2024. This is a part-time role with the hours being Thursday and Friday 9:30am – 5:30pm. This is a fixed-term contract for a duration of 8 months.

Role Purpose:

The role of the Receptionist at Ibec’s head office is to provide a professional, effective and welcoming service to all callers and visitors to the organisation. In addition, the Receptionist is a part of Ibec’s Facilities Management team which plays an important role in coordinating specific requests across the organisation.

The Receptionist position is key to maintaining a highly positive relationship between Ibec and its members, partners and third parties. The role is very much a central one and provides a conduit of communication between Ibec Staff and Ibec’s callers in the day to day running of the reception. Strong interpersonal and communication skills are essential.

This is a part-time role with the hours being Thursday and Friday 9:30am – 5:30pm. This is a fixed-term contract for a duration of 8 months.

Key Activities & Responsibilities:

Reception

On site manning reception 2 days a week in office. Answering calls, dealing with various divisions in Ibec.

Dealing with queries and carrying out on site requests

Dealing with all calls and addressing member issues or queries where possible.

Dealing with broad mix of non-member, potential new member and member calls which may include queries related to finance, Ibec events and calls to the Ibec Knowledge Centre

Front of house duties including visitor management, greeting visitors, directing and contacting Ibec hosts.

Monitoring Facilities Management log.

Dealing with meeting room bookings, staff queries, daily catering reports to catering team.

Maintenance

Supporting activity by the facilities team with contractors on site.

Liaising with contractors, instructing when required and reporting on issues as they arise as well as finding solutions where possible.

Working From Home Support

Overseeing and co-ordination of equipment going to staff which involves liaising with IT and courier companies and each individual staff member.

Supporting assessment of needs and delivering solutions to Ibec staff

Couriers & Post

Day to day interaction with courier in and out and Postal Services in Ibec.

Health & Safety

Evacuation team member - instructing visitors in the event of a fire.

Possible First Aider and on-site response team member to medical emergency.

Available to be trained in the use of the defibrillator located in Reception.

Security

Issuing and monitoring access control cards including temporary cards. Administration for starters and leaver cards.

Recording any incident at reception and liaising with Facilities Manager.

NOTE: This list is not exhaustive but serves to reflect the nature of the duties included in the role. This role and its responsibilities are subject to change in line with business needs.

Person Specification:

Qualifications

Post leaving certificate qualification preferable.

Knowledge base

Understanding of delivering service excellence to member companies and Ibec staff.

Knowledge of information communication and web technology for service delivery.

Knowledge of Ibec and its services to members.

Work Experience

Previous experience in a busy environment where initiative, flexibility, customer service and organisation skills were demonstrated.

Competencies

Strong customer and switch board service skills.

Excellent telephone manner.

Good communicator – ability to ask relevant questions and present information succinctly and to-the-point.

Planning and organisation skills.

Capacity to work with several IT systems, including databases, Word, and Excel.

Personal characteristics

Reliable - consistency of performance and dependability

Responsive - willingness and readiness to provide service

Courteous and friendly

Listening and understanding

Punctual and organised

Team player

Demonstrates a flexible approach to work

Ability to stay calm under pressure.

Ibec Core Competencies

Bias towards action

• Collaborative – works together across different teams and business units

• Dynamic – approaches initiatives with careful planning, energy, drive, and resilience.

• Decisive – makes clear, well-informed decisions.

Member and Customer Focused

• Agile and Adaptive – embraces change and be adaptive to members’ needs and in ambitious situations.

• Creative and Innovative – not afraid of dynamic thinking in finding solutions.

• Curious and Critical Thinking – open minded and proactive in gathering data in developing opinions.

Drive and Personal Leadership

• Ambitious – driven and can take responsible risks.

• Accountable – committed to highest standards and takes ownership of actions.

• Continuous Improvement – proactive on personal and professional development