Receptionist/Administrative Coordinator - Permanent Contract

<p style="text-align:center;"><strong>Receptionist/Administrative Coordinator</strong></p><p style="text-align:center;">If you want to make a real impact on the lives of others join Galway Simon Community where we work towards eliminating homelessness through advocacy, education and campaigning in line with our values of compassion, community and collaboration.</p><p style="text-align:center;">We are looking for compassionate and motivated people who are ready to make a difference!</p><p></p><p><strong>Reports to:&nbsp;</strong>Head of HR and Organisation Culture</p><p><strong>Contract Details:&nbsp;</strong>Permanent, Full-time 37 hours, with 6 months probationary period</p><p><strong>Location:</strong> 11 Sean Mulvoy Centre, Sean Mulvoy Road, Galway (on-site)</p><p><strong>Salary:</strong>&nbsp;Commensurate with experience</p><p><strong>Benefits</strong></p><ul><li><p>Occupational Sick Leave Policy</p></li><li><p>25 Days Annual Leave</p></li><li><p>Employee Pension Scheme (after 1 years’ service)</p></li><li><p>Employee Assistance Program</p></li><li><p>Bike to Work Scheme</p></li><li><p>Education Assistance Program – financial support for upskilling/qualifications</p></li><li><p>Death in Service benefit – 2 times basic annual salary</p></li></ul><p></p><p><strong>Job Summary</strong></p><p>The Receptionist/Administrative Coordinator will be the first point of contact for clients, staff, volunteers, donors, customers, and members of the public engaging with the organisation.</p><p>The role will combine reception duties with administrative support for our services, departments and charity shops. The postholder will be responsible for ensuring a welcoming, professional, and community support service while also managing a range of administrative, financial, and logistical tasks, including the processing of cash and online donations to support the smooth running of the organisation.<br></p><p><strong>Key Responsibilities</strong></p><p><strong>Reception/Office</strong></p><ul><li><p>Provide a professional and welcoming reception service for clients, staff, volunteers, donors, and members of the public.</p></li><li><p>Answer and direct all incoming calls, emails, and queries in a timely consistent and courteous manner.</p></li><li><p>Manage the organisation’s reception desk, maintaining confidentiality and professionalism at all times.</p></li><li><p>Assist with the client referral process, including responding to calls from individuals seeking assistance and completing online referral forms on their behalf when required.</p></li><li><p>Support visitors with information, directions, and sign-in procedures in line with organisational policies.</p></li><li><p>Coordinate the internal booking system for rooms and organisation cars.</p></li><li><p>Manage the organisation’s Adobe accounts.</p></li><li><p>Coordinate key cutting for all offices and properties.</p></li><li><p>Manage the archiving process across all departments and services, including liaison with the external archiving provider.</p></li><li><p>Update and maintain, on regular basis the organisation’s internal phone extension and work mobile lists.</p></li><li><p>Coordinate and maintain the kitchen duty roster, ensuring timely communication with the relevant department/service/shop regarding their assigned week.</p></li><li><p>Manage the Webex phone system, assigning and setting up extension numbers, and liaising with the external provider.</p></li></ul><p><strong>Administrative Support</strong></p><ul><li><p>Provide day-to-day administrative support to all departments and services, including data entry, filing, photocopying, scanning, binding, laminating and preparing correspondence, as required.</p></li><li><p>Provide day-to-day support to the IT function to include;</p></li><li><p>create email accounts in Microsoft Office</p></li><li><p>manage outlook groups</p></li><li><p>set up employee profiles on employee’s laptops and wok phone</p></li><li><p>assist with IT team tasks i.e. updating IT Register, tagging devices etc</p></li><li><p>Conduct research on devices, equipment and other resources, obtaining quotes as necessary</p></li><li><p>liaise with external IT providers, as required</p></li><li><p>assist with coordinating maintenance and servicing of IT equipment</p></li><li><p>assist with ordering, setting up, distributing and decommissioning of IT equipment and mobile phones, as required</p></li><li><p>Manage incoming and outgoing post, including stamp top-ups.</p></li><li><p>Maintain office and other supplies, including stationery, milk, and other consumables.</p></li><li><p>Manage petty cash, keeping accurate records in line with financial policies.</p></li><li><p>Support the securing of value for money options and advise the relevant services and departments</p></li><li><p>Monitor and respond to emails from the shop account, escalating queries as appropriate.</p></li><li><p>Maintain accurate and up-to-date records, databases, and filing systems.</p></li></ul><p><strong>Donations, Retail &amp; Customer Support</strong></p><ul><li><p>Support the receipt of donations including accurately processing and recording cash and online donations and any monetary valued donations in line with organisational financial procedures.</p></li><li><p>Issue receipts, maintain donation logs, and prepare donation reports as required.</p></li><li><p>Liaise with donors and customers regarding queries on shop donation items.</p></li><li><p>Schedule and coordinate the deliveries and collections for the charity shop.</p></li><li><p>Assist in maintaining positive donor and customer relationships, ensuring excellent customer service is delivered at all times.</p></li></ul><p><strong>Team &amp; Organisational Support</strong></p><ul><li><p>Provide general administrative support across all departments, as required.</p></li><li><p>Ensure the smooth day-to-day running of the organisation’s front office and administration functions.</p></li><li><p>Coordinate the booking of internal meeting rooms for employees and external stakeholders including arranging catering as required.</p></li><li><p>Organise and book external venues sourcing any additional items required for events</p></li><li><p>Arrange travel and accommodation arrangements as required.</p></li></ul><p><strong>Other</strong></p><ul><li><p>Work to Galway Simon Community values and ethos.</p></li><li><p>Work within the framework of the overall objectives of Simon Community Galway.</p></li><li><p>Positively promote Simon Community Galway in activities and conduct.</p></li><li><p>Work positively with all services and departments to undertake duties which may reasonably be assigned.</p></li><li><p>Adhere to HR and Galway Simon Community policies and procedures</p></li><li><p>Maintain confidentiality on all matters relating to staff, volunteers, clients and general Simon Community Business.</p></li><li><p>Participate in appraisal process including attending relevant training and development courses as agreed with your manager.</p></li><li><p>To participate in the Team in working together collaboratively.</p></li><li><p>Be vigilant in relation to Health Safety and Welfare Risks in the workplace and bring concerns to the attention of the Line manager or Health and Safety representative.</p></li><li><p>Carry out any other duties as required as consistent with the responsibilities of the post.</p></li></ul><p style="text-align:center;">This Job Description is intended to indicate the broad range of responsibilities and requirements of the position. It is neither exhaustive nor exclusive but while some variation can be expected in particular duties, as the position evolves, the outline is considered to provide a reasonable general description of the position.</p><p><strong>Requirements</strong></p><p><strong>Essential </strong><br></p><ul><li><p>A relevant qualification in Business, Office Administration, Financial Administration or related field.</p></li><li><p>Minimum of 2 years’ experience working in a receptionist, administrative, or customer service role.</p></li><li><p>Strong interpersonal and communication skills with the ability to interact confidently with clients, staff, volunteers, visitors, contractors and the general public.</p></li><li><p>Commitment to the values and mission of the organisation, including respect, dignity, and support for people experiencing homelessness</p></li><li><p>Professional and welcoming manner.</p></li><li><p>Good organisational and multitasking skills with the ability to prioritise workload effectively.</p></li><li><p>Proficiency in Microsoft Office (Word, Excel, Outlook) and IT systems.</p></li><li><p>Experience handling and recording cash, petty cash, or financial transactions.</p></li><li><p>Familiarity with processing online payments or donations.</p></li><li><p>Ability to maintain confidentiality and handle sensitive information appropriately.</p></li><li><p>Strong team player with flexibility, a positive and proactive approach, and the ability to work with diverse teams.</p></li><li><p>Drive and ambition with ability to take the initiative</p></li><li><p>Excellent attention to detail and strong administration accuracy</p></li><li><p>Solution-focused attitude with integrity and trustworthiness.</p></li><li><p>Ability to work independently and as part of a team while projecting a positive image of the organisation at all times</p></li><li><p>Flexibility and adaptability to meet changing organisational needs</p></li></ul><p><strong>Desirable</strong></p><ul><li><p>Experience in a charity, not-for-profit, or community-based environment.</p></li><li><p>Familiarity with working in a busy, multi-service environment.</p></li></ul><p style="text-align:center;"><strong>Closing date midnight on 01/02/2026</strong></p><p style="text-align:center;">Galway Simon Community is an equal opportunities employer and welcomes applications from all sections of the community.</p>