Reception and HR Admin Assistant | Dublin 1 | Permanent
Sigmar Recruitment is working in conjunction with the Ombudsman for Children Office (OCO) to recruit a Reception and HR Admin Assistant who will work with the Corporate Services team to manage reception, provide front of house duties, support facilities management for the Office, and provide HR admin support.
About the OCO
The OCO investigates complaints about services provided to children by public organisations. The service is free and independent. The Ombudsman for Children’s Office (OCO) is a human rights institution that promotes the rights and welfare of young people under 18 years of age living in Ireland.
About the Role
Reception and Front of House
* Greet and welcome guests as they arrive at the OCO;
* Answer and disseminate incoming phone calls through the mainline;
* Manage and disseminate emails into the main email inbox for the public contacting the OCO.
* Manage the taxi account and pass documentation to finance;
* Check deliveries to delivery documents if relevant unit staff are not available. Pass dockets to finance.
* Support in the setting up of a new front of house system to streamline contact with the Office.
Managing Facilities
* Maintain stock levels of office supplies, such as stationery, cleaning supplies, milk, tea/coffee, etc and manage the relationship with those suppliers;
* Manage the relationship and contracts with facilities suppliers (such as stationary, confidential waste, cleaning suppliers and services, security) and ensure procurement and payment documentation follows OCO procedures.
* Manage facilities contracts, ensuring compliant procurement processes are followed;
* Be the main point of contact with the building maintenance company and front desk security;
* Support the implementation of projects in relation to facilities;
* Manage the room bookings process for the use of our open spaces and meeting rooms for external organisations;
* Monitor room bookings internally to help with the smooth running of the Office;
* Manage the petty cash box, credit and debit card when required and pass on the appropriate documentation to finance;
Office Administration
* Provide cover for the PA Governance Support to the Ombudsman when required.
HR Support
* Inbox management – triage the HR inbox and respond or disseminate as appropriate and circulate relevant notices to staff – secondment, CSEAS information, new Circular etc.
* Manage the administration of the mobility process;
* Manage the garda clearance process;
* HR database – support in ensuring the HR database (Strandum) is up to date and help resolve queries/workflow issues.
Essential Requirements
* A qualification of at least level 4/5 (Leaving Cert) of the National Framework of Qualifications;
* A post leaving cert qualification relevant to the role of at least Level 6 AND a minimum of 2-3 years’ relevant experience.
OR
* A minimum of 5-6 years’ relevant experience (in lieu of qualification).
What’s on Offer
* Competitive Starting Salary: €37,544 with annual increments;
* Permanent;
* The role is based on-site in Dublin City Centre (D1);
* 23 Annual Leave days per annum;
* Attractive Pension Scheme;
* Flexi leave: staff can work and avail of up to 11.5 hours flexitime each month;
* Time off in lieu: staff can avail of time off in lieu for agreed hours worked outside normal working days;
* Bike-to-Work Scheme;
* Tax Saver Public Transport Card;
* Training and Development: staff can apply to undertake training and development courses related to their role in the office;
* Well-Being Initiatives: the OCO has a Well-being and Work Culture Committee that organises relevant initiatives and activities for staff.
What’s Next
* For further information, please submit your CV to Shane Mullen in Sigmar Recruitment.
* Closing date is 12pm 28th April 2025. Applications will not be accepted after the closing date.
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