Receptionist

Duties and Responsibilities

Main Duties and Responsibilities

Administration

To deliver a coherent and cohesive receptionist service, the Grade IV Receptionist will be required to:

Maintain own knowledge of relevant procedures, practices and legislation to perform the role effectively and to ensure standards are met

Effectively manage queries directed to Reception, including assessing, recording and passing on queries, ensuring that enquiries are dealt with in a timely manner and responses are recorded

Meet and greet all visitors to the building

Signpost people to the relevant department in the building

Book meeting rooms

Ensure meeting rooms are set up in advance of bookings

Organise catering

Provide practical help with training events and regional workshops

Support the preparation and issuing of office documentation (correspondence, reports, etc.) to the highest possible standard

Ensure that archives and records are accurate and readily available

Ensure consistent adherence to procedures within the area of responsibility

Ensure line management is kept informed of all issues that may arise in the course of duty

Maintain confidentiality of documentation and records

Use appropriate technology to ensure work is completed to a high standard

Contribute to a continuous process of improvement within the office

Carry out any other tasks as directed by the Office Manager

Confirm all meetings, whether large or small, on a weekly basis

Manage, order and organise stationery supplies for the building

Manage incoming and outgoing post daily

Book couriers and taxis as and when required

Demonstrate strong cross cover capability

Demonstrate sound decision making

Show resilience to manage a busy and sometimes pressured environment

Use initiative and demonstrate a sense of ownership in handling tasks proactively

Receive and manage sensitive information, whether by phone or email, with discretion and professionalism at all times

Professional

Ensure the efficient day to day administration of the area of responsibility

Maintain own knowledge of relevant procedures, practices and legislation to perform the role effectively and to ensure standards are met by own team

Ensure the management and maintenance of all records in an orderly and secure manner

Use appropriate technology to ensure work is completed to a high standard and engage in information and communication technology developments as they apply to service administration

Maintain confidentiality

Plan and organise the work of the department or section

Meet deadlines for time and attendance entry, specifically weekly entry deadlines, in a timely and effective manner

Keep informed of relevant legislation, regulations and guidelines

Enhance internal and external service delivery through good communication

Provide cross cover for other Time and Attendance Super Users in the region

Work as part of a team and ensure that all members are treated with dignity and respect

Personnel

Ensure policies and procedures are well documented and understood by staff within your section

Support the preparation and issuing of office documentation (correspondence, reports, etc.) to the highest possible standard by monitoring and reviewing team work to ensure quality and accuracy

Where appropriate, supervise and ensure the wellbeing of assigned staff

Where appropriate, manage attendance and absenteeism

Promote a culture that values diversity and respect in the workplace

Assist with leadership and motivation conducive to good staff relations and work performance

Where appropriate, establish and maintain records of attendance, statistical information, annual returns and any other information as may be requested

Work as part of a team and ensure that all members are treated with dignity and respect

Education and Training

Maintain continuous personal development and participate in team based development, education, training and learning

Complete all mandatory training

Where appropriate, arrange induction and training for assigned staff to maximise skill resources, including workplace experience placements where applicable

Where appropriate, provide supervision and assist in the development of knowledge and skills of relevant staff under your supervision

Participate in performance evaluation and review, identifying areas for improvement and appropriate plans or measures to achieve them

Ensure policies and procedures exist for all areas

Health and Safety

Comply with and contribute to the development of policies, procedures, guidelines and safe professional practice and adhere to relevant legislation, regulations and standards

Have a working knowledge of the Health Information and Quality Authority standards as they apply to the service, for example National Standards for Child Protection and Care, and comply with associated Tusla Child and Family Agency protocols

Support, promote and actively participate in sustainable energy, water and waste initiatives to create a more sustainable, low carbon and efficient health service

The above job description is not intended to be a comprehensive list of all duties involved. The post holder may be required to perform other duties appropriate to the post as assigned from time to time and to contribute to the development of the post while in office.

Eligibility Criteria

Qualifications and or Experience

Applicants must, by the closing date of application, have the following:

(i) Have satisfactory one year experience as a minimum Clerical Officer with Tusla Child and Family Agency, the Health Service Executive, or other statutory health agencies, or a body providing services on behalf of the Health Service Executive under Section 38 or 39 of the Health Act 2004, or a body providing services on behalf of Tusla under Section 56 or Section 59 of the Child and Family Act 2013

or

(ii) Have obtained a pass (Grade D) in at least five subjects from the approved list of subjects in the Department of Education Leaving Certificate Examination, including Mathematics and English or Irish. Candidates should have obtained at least Grade C on higher level papers in three subjects

or

(iii) Have completed a relevant examination at a comparable standard in an equivalent examination in another jurisdiction

or

(iv) Hold a comparable and relevant third level qualification of at least Level 6 on the National Qualifications Framework maintained by Qualifications and Quality Ireland

Note:

Candidates must achieve a pass in Ordinary or Higher level papers. A pass in a foundation level paper is not acceptable. The Leaving Certificate Applied Programme does not fulfil the eligibility criteria

and

Have a good level of proficiency in Microsoft Office, including Word, PowerPoint and Excel

Possess sufficient and relevant administrative capacity to discharge the functions of the post

Health

A candidate must be fully competent and capable of undertaking the duties and be in a state of health that indicates a reasonable prospect of ability to render regular and efficient service

Character

Each candidate must be of good character

Tenure

Current vacancies are permanent or temporary and whole time or part time

The posts are pensionable

A panel may be created to fill future vacancies

Tenure will be indicated at expression of interest stage

The purpose of this campaign is to fill urgent vacancies

Appointment is governed by the Child and Family Agency Act 2013 and the Public Service Management (Recruitment and Appointments) Act 2004

Remuneration

Salary scale (whole time equivalent, effective 1 August 2025):

€35,609, €37,741, €38,597, €40,760, €42,740, €44,473, €46,151, €48,414, €50,059, €51,718, €53,296, €54,914

Long Service Increments apply after specified service periods

Appointment begins at the first point of the scale

Incremental credit may apply for relevant experience

Salary is not negotiable

Pay may be adjusted in line with Government policy

Working Week

The standard working week for this post is:

35 hours per week