About the Role

Job Purpose: To support front of house including shop assistance as well as supporting the Office Manager and staff with general administrative tasks

Salary: €28,518 - €33,551 depending on experience

Contract Type: Permanent Contract (37 hours a week) 

Job Location: Our offices are based on Nassau St., Dublin 2. We have a hybrid work model in place (a minimum requirement of 2 days a week in the office). 

Reporting to: Office Manager

Responsibilities:

• Front of house administration, including answering calls (main reception/phone line), replying to emails, mail/shipping management, organisation of reception and visitor greeting
• Help manage documents (employee documentation, printing equipment etc.)
• Maintain office standards by controlling, tracking, ordering, restocking, and coordinating office supplies & equipment including organizing stock.
• Liaise with couriers & delivery companies maintaining track of all items sent & received
• Sale of items from IHF shop through phone & in-person using website & WooCommerce system. Handling materials, parcels & dispatching/tracking orders.
• Administrate website activities/membership lists/payments/receipts/cash handling
• Participate in internal communications
• Creating, maintaining and updating tracker spreadsheets
• Preparation of meeting rooms as required & ordering catering if needed
• Controlling stock, tracking & dispatching orders of promotional materials liaising with all internal departments & customers. Handling boxes & organizing materials (i.e. leaflets, brochures, etc)
• Assist in attendance, records and fire alarm testing co-ordination
• Assist in access control management
• Assist with the implementation and compliance of Health & Safety and security measures e.g. first aider, fire warden duties etc.
• Assist Director of Finance and Operations when needed with lodgements & recording cheques
• Assist Office Manager with office organisation & keeping cleaning standards (ie. Organising cleaning storage, stationary storage, mail room, kitchen & load/unload dishwasher etc)
• Research suppliers & request quotes
• Cover Office Manager holidays liaising with contractors, cleaners and building management
• Identify opportunities for improving productivity and efficiency
• Any other tasks as may be assigned by the manager or designated person

Qualifications and Experience

IHF is open to applications from candidates who have experience in most but not all of the following areas. The successful candidate will be supported through their induction to increase their knowledge and ability to deliver on the responsibilities outlined here. Further training and ongoing support will be available.

Essential:

• 2 + years relevant job experience
• Excellent written and spoken command of English language
• High level of IT literacy with strong Microsoft Office skills specially excel & word
• Good communication skills & kindness to liaise with bereaved customers
• Highly organised & detail oriented
• Team spirit with the ability to work independently using own initiative
• A high level of energy and commitment
• Proactive & resourceful
• Ability to work under pressure and meet a range of deadlines

Desirable:

• Manual Handling certification, beneficial

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

Benefits Include: