Ozanam House Resource Centre: Morning Volunteer Receptionist / Admin Support

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Receptionist / Admin assistant

AM POSITION

TASK LIST

Front of House:

  • Full reception duties, answering the phone, administering messages, emailing the necessary person
  • Communication with coordinators to ensure knowledge of all activities in the centre
  • Meeting and greeting and directing clients who enter the building
    • Taking details at reception then asking people to sit outside the office and contacting appropriate person via phone or physically. This way you are not having a conversation with a coordinator in front of a person seeking to meet/talk with them
  • Ensuring that the childcare gate is kept closed at all times
    • This is to ensure that only those who should be going down to the CC centre do
    • If you ever see anyone you don’t recognise going down bring them back to reception and follow the steps above for general visitors/enquiries
  • Ensuring front of house is maintained and kept clean and tidy
  • Doing up signs for various notices, events and fundraisers

Programme Support:

  • Responding to enquiries in adult education, childcare and youth as they come in to the centre
    • Being aware of dates and times of the next registration day
    • Being aware of the day and times of when classes start
    • Being aware of criteria and fees for classes
  • Supporting Administrator with Adult Education programmes where necessary
    • Supporting registration day, meeting clients as they come in, bringing them to the registration rooms, helping them fill in forms when possible and when time allows, answering questions on classes when possible
    • Data input – supporting the administrator to put all information from the reg forms onto the adult education database in advance of classes starting
    • Sending text messages to all registered adults the day before class is due to start reminding them of their class. This is done through Vodaphone group texts online and all passwords etc will be given to you
    • During the first 3 weeks of classes in each term, calling people who missed their first/2nd/3rd class to make sure all is ok with them, encourage them to come back letting them know they are welcome to come back.
  • Assisting in all advertising of programmes, undertaking a mailshot each term (3 terms per year)
    • Putting flyers and letters in envelopes
    • Labelling envelopes
  • Assisting in all advertising of Childcare and youth programmes throughout the community during the year
    • Helping these departments in the same way as above

General Admin Support:

  • A strong involvement in all levels communication within our community network
    • Various miscellaneous administration tasks as directed on a day to day basis such as typing of letters & typing up minutes of meetings etc / phone calls to clients / parents etc.

Please contact Kim on 01 874 2804 or admin@ozanamhouse.ie

Region: 

Dublin 1

Expiry date: 

01/03/19

Date Entered/Updated: 

30/01/19