ROLE TITLE: Administrator / Receptionist

Location: 2nd Floor Arthurs Quay House, Arthurs Quay, Limerick V94 XVRO

Hours: 21 hours

The CASP Community Substance Misuse Team is a multi-disciplinary team, within the suite of services managed by CASP, funded through the MWRDAF responding to under 18′s and their families affected by substance misuse issues in the Mid-West Region.

We are now seeking to recruit a part time office administrator/receptionist, on a 6-month fixed term contract, based at our offices in Limerick City.

OBJECTIVE:

To carry out administrative tasks on behalf of the CASP Community Substance misuse Team (CSMT) in the Mid-West Region. The successful candidate will report to the CEO/Team Leader and play a pivotal role in assisting the CASP and Community Substance Misuse Team in developing and implementing administrative duties of a strategic and operational role within the organisation.

The role will include administration duties (but not limited to):

• To support the work with families and young people affected by substance misuse in the Mid-West. This would incorporate the Strengthening Families Programme and other evidence based interventions.
• Greeting visitors and directing them appropriately and in a professional manner ensuring sign in/sign out and any screening processes in place are applied.
• Answering the telephone and directing calls as necessary i.e., screening of calls as part of client referral protocols.
• Responding to all email/phone queries coming through reception.
• Recording and distributing all incoming & outgoing correspondence, including referrals to the service.
• Providing Administrative/Clerical assistance to CEO/Management in relation to confidential correspondence, records and reports that include service user feedback.
• Support the eCASS and HRB reporting system.
• Maintaining an efficient filing system.
• Provide administrative support at meetings when requested and convene and arrange meetings and venues/zoom as required.
• Making travel arrangements and room booking where necessary.
• Oversee the requisition of supplies and equipment in relation to service requirements in line with budgetary allowances.
• Provide administrative support for financial procedures, practice and reporting as required.
• Comply with all Health & Safety regulations and standard operating procedures relating to covid-19 or similar health concerns, fire procedures and maintaining safe working environment for all staff and visitors on the premises.

Person Specification

• Ability to work as part of a team in a demanding and challenging environment.
• Excellent communication & interpersonal skills.
• Ability to work on own initiative as well as working effectively within the team.
• Good working knowledge of office management systems including zoom, teams and telephone.
• Knowledge of general administration procedures.
• Ability to prioritise competing demands.
• Good problem-solving skills.
• Strong organisational skills.
• Excellent written and verbal communication skills.
• Strong attention to detail.
• Professional friendly demeanour and approachable.
• Flexibility and adaptability in terms of tasks and time.
• Ability to maintain professional and personal boundaries.

Service Management
Key Tasks

• To comply with standards and procedures as directed by Management and in line with best practice of funding agents.
• Support the development and implementation of good practice policies and procedures in relation to financial accountability within CSMT Service.
• Assist CEO/Team Leader in the preparation and planning of funding applications and quarterly/annual reports.
• General administration and day to day maintenance of internal PC network.
• Relevant general office duties, phone calls, photocopying, scanning, filing etc.
• Maintain supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing orders following a purchase order system.
• Administer the day-to-day aspects of the service and facilities.
• Provide reports and statistics as required.
• Participate in ongoing evaluation and initiatives to improve the quality of all aspects of the service.
• Undertake other ad hoc duties as and when is requested by the team leader.

Qualification/Experience

• Office administration experience is essential with at least two-years paid/volunteer experience in a similar office environment.
• Experience in MS Excel, MS Access, MS Power Point, MS Teams and zoom - essential

Hours of Work: 21 hours per week excluding lunch break, hours per day to be agreed by Team Leader.

Closing Date: Closing date for receipt of completed application forms is 5pm Tuesday the 20th May 2025 and interviews the week commencing 26th May 2025.

Shortlisting will apply and a 12-month panel may be formed where future vacancies will be recruited from.

If you wish to apply, please send a copy of your CV plus a covering letter stating how you meet the job requirements to: mwalsh@csmt.ie
Reference: Administrator/Receptionist, Mid-West

Funded through the HSE by the Mid-West Regional Drugs Task Force