Office Manager
35 Hours, Full Time - Permanent
€42,945.95 per annum
Hybrid - Working out of our Dublin 8 offices (2-3 days), our Dublin 1 office (1 day), with admin flexi day (s)
1. Role
To act as a first point of contact and ensure the smooth running of Central Offices and to assist the Facilities Department. Reporting into the Facilities Group Manager.
2. Responsibilities
- Respond to all incoming phone calls, addressing general queries in as far as possible and redirecting or taking messages where necessary
- Responding to all incoming emails to the “info” account, addressing general queries in as far as possible and redirecting where necessary
- Opening, logging and forwarding of incoming post and deliveries. (Collection in the morning and drop off in the evening)
- Working with the Facilities Group Manager and facilities department, general administration and procurement / tendering duties and requests
- Administration support to the Senior Services Managers, minute taking, calendar management as required and booking of venues for meetings
- Maintaining presentation, usability and safety of common areas ensuring sufficient supplies, technological and other equipment in working order, including ordering of stationery and other supplies
- Attendance at allocated routine and ad hoc meetings for minute taking purposes including circulation of draft and final minutes in collaboration with meeting host
- - PGM Monthly meeting
- - Sr. Facilities Meeting
- - This may be subject to change as meetings evolve
- Purchasing, tracking and reconciling payments incurred on company credit card and liaising with other departments as relevant
- Completing head office Monthly Payroll report
- Fire Register and Health and Safety responsibility
- Organising and supporting external meetings / events as requested – including booking venues and coordinating travel arrangements
- Organising and supporting internal meetings/ events as requested, including greeting visitors, preparing refreshments, set up of communications technology
- Maintaining room booking calendars as assigned
- Maintenance & Facilities Upkeep (maintenance worksheet to be sent to Facilities when there are any issues, including if a new office move took place to be main contact and oversee)
- Office Manager is the point of supervisor for the cleaners, delegating tasks and maintaining the cleaning upkeep of the buildings
- Induction of new staff (swipe/ showing them around the office)
- Managing Taxi bookings/ Hotel Bookings / complaints
- Covering for PA to the Directors position during absence of that post holder and other administrative staff cover
- Supporting PA in monthly statistics preparation
The above list is not exhaustive; additional areas of responsibility both in relation to tasks and direct reports may be added over time.
3. Person Requirements
- Minimum of five years’ experience in an administrative function including reception / customer service experience
- Competent user of MS Word, PowerPoint and Excel
- Ability to balance multiple competing work demands, prioritising workload effectively and working to tight deadlines
- Accurate / detail focus, and
- Experience working in the charity sector is desirable but not essential
- Experience in an administrative function including reception / customer service
4. General Requirements
- While the line manager is specified above, this does not preclude other senior roles in Central Office from directing or reviewing work or setting dotted line collaborative working relationships between same or different level positions.
- All tasks should be completed in an accurate manner and supported by a clear electronic and hard copy filing system, as appropriate
- All post holders are required to participate in internal / external meetings as required, including regular supervision and annual appraisal
- All post holders are required to ensure that all Depaul Ireland policies and procedures are being adhered to, in particularly those relating to health and safety, code of practice and confidentiality
- All post holders are required to carry out their duties in a professional manner maintaining a high-quality standard of work and always working in accordance with the aims, values and ethos of Depaul Ireland
- As Depaul Ireland is an all-island organisation, regular liaison and collaboration with staff of the Northern Ireland office is required
WHY WORK FOR US?
Depaul is a cross border charity supporting some of the most marginalised individuals, couples and families experiencing homelessness. Our mission is to end homelessness and change the lives of those affected by it. Would you like to help us to meet our mission?
We are a values led organisation and aim, at all times, to live and breathe these values in our everyday work. Our values are based on four key principles:
• We celebrate the potential of people
• We put our words into action
• We aim to take a wider role in civil society
• We believe in rights and responsibilities If you choose to work for Depaul we offer:
Our Benefits
- Annual Leave Up to 3 years' service: 25 days per year
- 3 years' up to 5 years' service: 27 days per year
- Over 5 years' service: 30 working days per year (Exclusive of bank and statutory holidays)
- 10 public holidays each year with Good Friday as discretionary day.
- Day off and day pay for Christmas Day, St.Stephen's Day, and New Year's Day worked for shift workers.
- Non-Shift Workers: Paid day off on public holidays.
- Shift Workers: Expected to work on public holidays; receive an additional day of annual leave in lieu.
- Non-Rostered Employees: May be entitled to one-fifth of the normal weekly rate of remuneration for the public holiday.
- Pension Matched by the employer
- Health Assistance Each staff member gets access to a health cash plan so you can claim money back, up to set limits, on a number of treatments. This includes dental, optical, acupuncture and many more. Your children under 16 are also included on the plan.
- Life Assurance Four times salary
- Maternity /Adoptive Leave 18 weeks full pay
- Paternity Leave 2 weeks full pay
- Sick Leave Entitlement to sick pay starting from day 1 with level of entitlement increasing with length of service (subject to policy terms)
- Employee Assistance Program EAP is a confidential counselling service that provides support to company employees and their family. It is available 24/7, 365 days a year covering; Counselling, legal advice, financial information, career guidance, life coaching, mediation, health information, cancer support, autism support, infertility and pregnancy loss, elder care support, parent coaching and international employee support.
- Learning and Development Depaul’s Vision, Mission and Values course, this involves travel to meet the Depaul International family.
- Emerging Leaders, supporting workers that would like to develop their leadership skills and to progress to a management role.
- Online learning resources within Depaul’s award nominated online learning platform, Moodle. Mandatory training including, MAPA, Health and Safety,
- Child Protection, Fire Safety, and First Aid
- Hybrid/Flexible working DePaul support and embrace Flexible Working, including hybrid working and working from home, in line with the DePaul Working Policy (where appropriate and subject to role requirements and location)
