Grade IV Receptionist
|Brunel Building, Corporate Office, Tusla Child & Family Agency, Heuston South Quarter, Dublin 8||Salary: See Description for Details|
|Administrative and Clerical||Permanent|
|Closing Date: 30/09/2019||Recruitment start: 05/09/2019|
The Child and Family Agency was established on 1st January 2014 and is responsible for improving wellbeing and outcomes for children. It represents the most comprehensive reform of services for the development, welfare and protection of children and the support of families ever undertaken in Ireland. It is an ambitious move which brings together some 4,000 staff who were previously employed within Children and Family Services of the Health Service Executive, the National Educational Welfare Board and the Family Support Agency.
The Child and Family Agency has responsibility for the following range of services:
- Child Welfare and Protection Services, including family support services
- Family Resource Centres and associated national programmes
- Early years (pre-school) Inspection Services
- Educational Welfare responsibilities including School completion programmes and Home School Liaison
- Domestic, sexual and gender based violence services
- Services related to the psychological welfare of children
Further information is available on www.tusla.ie
Duties and Responsibilities
To deliver a cohort 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 handle queries directed to the Reception – assessing, recording and passing on queries, ensuring that such enquiries are dealt with in a timely manner and responses recorded to ensure the efficient day-to-day administration of the reception area.
- meeting and greeting all visitors to the building.
- signposting people to the relevant department in the building.
- booking meeting rooms.
- organising catering.
- organising teleconferences and multimedia meetings.
- receiving scanning and distributing post to relevant departments.
- supporting the corporate office through the provision of relevant information for meetings, i.e. papers and packs printed and collated for board and management meetings.
- provide practical help with training events, regional workshops etc.
- 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 area of responsibility.
- ensure line management is kept informed of all issues that may arise in the course of duty.
- maintain confidentiality of documentation, records etc use appropriate technology to ensure work completed to a high standard.
- contribute to a process of continuous process improvement within the office.
- carry out any other tasks as directed by the Office Manager.
- development areas.
- Ensure that the Policy sub-directorate makes the most efficient and effective use of developments in IT.
- Ensure the efficient day-to-day administration of 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 ICT developments as they apply to service administration.
- Maintain confidentiality.
- 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 to supervise and ensure the wellbeing of assigned staff.
- Where appropriate manage attendance and absenteeism.
- To promote a culture that values diversity and respect in the workplace.
- To provide 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 to ensure that all members are treated with dignity and respect.
Education and Training
- To maintain continuous personal development and participate in team based development, education, training and learning
- To complete all mandatory training.
- Where appropriate, provide supervision and assist in the development of knowledge, skills of relevant staff under your supervision.
- To participate in performance evaluation / review, identifying areas for improvement and appropriate plans / measures to achieve them.
- To ensure policies and procedures exist for all areas under your remit.
Health & 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 (HIQA) 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 for implementing and maintaining these standards as appropriate to the role.
- To 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 and consequently, the post holder may be required to perform other duties as appropriate to the post which may be assigned to him/her from time to time and to contribute to the development of the post while in office.
Please refer to the Candidate Information pack attached to this campaign for full and further detail.
Each candidate must, at the latest date for receipt of completed application forms for the post:
- Have at least one years’ administrative experience as relevant to the role
- 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 Irish1. Candidates should have obtained at least Grade C on higher level papers in three subjects in that examination.
- Have completed a relevant examination at a comparable standard in any equivalent examination in another jurisdiction
- Hold a comparable and relevant third level qualification of at least level 6 on the National Qualifications Framework maintained by Qualifications and Quality Ireland, (QQI).
- Have a good level of proficiency of Microsoft Office with excellent skills in Excel (including Pivot tables, macros, VLOOKUP etc.)
Possess sufficient administrative capacity to discharge the functions of the grade/post.
A candidate for and any person holding the office must be fully competent and capable of undertaking the duties attached to the office and be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service.
Each candidate for and any person holding the office must be of good character
Age restrictions shall only apply to a candidate where he/she is not classified as a new entrant within the meaning of the Public Services Superannuation Act, 2004). A candidate who is not classified as a new entrant must be under 65 years of age.
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