Post Title:          Receptionist (Executive Grade)

Duration:            Maternity Cover Contract 1 year – Full Time

Salary:                 TBD

Hours:                 40 Hours Per Week (Full-Time)

Reports to:        Associate HR Director

Start date:         By September 2024

Apply to:            https://tda.bamboohr.com/jobs/

Closing date:     Noon on Thursday, 11th July 2024.

Trinity Development & Alumni (TDA) leads on fundraising and alumni engagement for Trinity College Dublin.  We are recruiting a Receptionist to welcome alumni and friends to the Trinity Alumni Room and perform a variety of clerical tasks support to the office.  If you have excellent interpersonal and organizational skills, a friendly demeanour, and thrive in a fast-paced role, we would like to hear from you.

As the Receptionist, you will act as the primary receptionist for TDA's Alumni Room. You will be the first point-of-contact for graduates, guests and colleagues via email, phone or in-person queries. You will also be expected to perform a variety of reception-based administrative tasks and undertake project work as directed.

Experience in the university sector is not required as our professional team will guide and support the you as you develop your skills and understanding of TDA and Trinity College. Candidates with front of house experience and client-facing roles aligned with the skills detailed below, would be suitable for this role and encouraged to apply.

Key Responsibilities

The responsibilities specified below are not intended to be exclusive or restrictive and flexibility in the allocation of specific duties will be required. As Receptionist you will,

1.      Act as Receptionist for the Trinity Alumni Room proving a range of administrative supports:

·        Represent TDA and Trinity College Dublin in a professional manner, providing a friendly and attentive welcome to all visitors.

·        Respond to all queries via phone, email or in person with tact and diplomacy.

·        Manage the alumni inbox responding to all queries or redirecting to TDA colleagues and Trinity departments as required.

·        Log alumni contact to the customer relationship database, RasiersEdge.

·        Provide high-quality reception-based administrative such as ordering couriers, dispatching parcels, and distributing post.

·        Provide logistical assistance for meetings and events hosted in the Alumni Room.

·        Open and close the Alumni Room ensuring public offices are presentable at all times.

2.      Support the hybrid working office and coordinate office facilities:

·        Coordinate repair and maintenance of office premises and equipment liaising with college or external parties as required.

·        Maintain an inventory of stationery and office supplies and replenish when required.

·        Troubleshoot problems that may arise while colleagues are working on-site e.g., setting up printers or logging onto the network.

3.      Provide administrative assistance to colleagues:

·        Update the customer CRM database and support data projects as required.

·        Raise requisitions and purchase orders as requested.

·        Provide logistical assistance for meetings and all-staff events.

·        Participate in cross-functional project work and teams to expand your knowledge and understanding of TDA's work and engage in learning and development activities.

·        Undertake other such duties as may be required from time-to-time by your line manager.

Key Relationships

You will be expected to engage proactively with a wide range of stakeholders including TDA colleagues, academics and Trinity personnel, and external stakeholders such as donors, alumni, volunteers and friends of the university.

Qualifications and Experience Needed

·        Minimum of three years' experience in a front office role or similar.

·        Experience in roles where flexibility was required, adapting to shifting priorities and working on multiple projects simultaneously.

·        Demonstrable administrative experience in supporting internal and external stakeholders.

·        Proficient in MS Office: especially Word, Excel, Outlook.

·        Knowledge of customer service principles.

·        Facilities management experience would be beneficial.

·        Working knowledge of customer service management (CRM) systems is advantageous.

Abilities and Skills

·        An effective communicator (verbal and written) with the ability to listen and understand customers' needs. 

·        Excellent interpersonal skills with the ability to engage with a variety of audiences and work collaboratively across teams.

·        Organised with the ability to multitask and shift priorities quickly.

·        Ability to problem solve and practice sound judgment.

·        High standard of professionalism and discretion with an understanding of ethical and confidentiality issues.

What We Will Offer You

In addition to structured training in relation to the role, you will be offered an attractive benefits package which includes 28 days annual leave, annual salary increments, hybrid working, and a generous contribution to TDA's pension scheme (providing for pension, life assurance and prolonged disability pension), in a supportive, inclusive, and collaborative team environment. For more information visit https://www.tcd.ie/alumni/about-us/careers/

 Professional Development

Your continued professional development is important to us, and you will be supported as expected to take an active part in your training and development. Training will be dependent on your experience and skills and will consist of a blend of on-the-job training and participation in externally delivered professional development. On-the-job may include job assignments, shadowing a colleague, and participation on cross-functional projects.  You will also be encouraged to participate in formal training courses and conferences and avail of LinkedIn Learning a to further enhance your skills and knowledge.

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