Front Office Management
Manage front office; answer ALONE’s main phone line, respond to, direct and relay telephone messages and emails,
Greet and assist office visitors, respond to and provide information to general enquiries, when required
Provide service advice and information to older people
Pick up and distribute mail, open and date stamp all general correspondence
Ensure all donations are receipted and acknowledged; process payments for all ALONE events.
Act as main point of contact with the Management Company
Manage all printed information and archive old printed material,
Support Interns and volunteers working in Administration and Front Office
Assist in the planning and preparation of meetings and events
Provide comprehensive administrative support to all departments in ALONE
Assist in the overall office automation and technology systems in order to improve office administration operations
Maintain the general filing system and file all correspondence.
Use Salesforce to record all calls, contacts, manage events and to create Front Office reports.
Manage and upload new referrals and applications from older people onto Salesforce
Support with the delivery of newsletters, mass communications and regular updates to volunteers.
Manage and respond to all expressions of interest in volunteering with ALONE
Administration and communications support with the recruitment and training of new volunteers
Assist in the delivery of volunteer information and training events
Perform other related duties as required
Assist the CEO as requested with general calendar, scheduling of appointments and administration requirements
Provide support in the preparation of Board papers and other adhoc duties as requested
Skills & Competencies
Strong administration and front office management experience required. 2 years’ experience in a similar role would be desirable.
Proficient in an IT-rich environment, particularly with MS Office and Salesforce
Excellent organisational and communications skills
Ability to multi-task and coordinate different projects
Friendly, flexible, can work independently and as part of a team
Good at working under pressure and problem solving
Experience of working with marginalised groups desirable
Fulltime position (35 hours Monday – Friday), 9am to 5pm, initially one year contract
Some out of hours work will be required for Volunteer Events. Time of in Lieu will be provided for out of hours work.
Place of work: ALONE Offices, Olympic House, Pleasant St, Dublin 8
Occasionally travelling within the Republic of Ireland may be required
Induction and training will be carried out on commencement
Reporting to Manager: Knowledge Management, Compliance & Technology
Applications in writing by email to include CV and cover letter to email@example.com to reach us no later than 14th July, 2017