Attention: You are using an outdated browser, device or you do not have the latest version of JavaScript downloaded and so this website may not work as expected. Please download the latest software or switch device to avoid further issues.

CAREERS > Facilities and Office Coordinator

Facilities and Office Coordinator at The Irish Cancer Society

Company
The Irish Cancer Society
Position
Facilities and Office Coordinator
City
Dublin
Country
Ireland
Expiry Date
05 Jun 2024
Posted by
Amanda Walsh
Posted on
15 May 2024
Categories
Apply

Title: Facilities and Office Coordinator

Reports to: HR Manager

Contract type: Permanent

Hours: Part-time (20 hours per week; Monday-Friday; 8.30am to 12.30pm). Additional hours will be required from time-to-time, for which TOIL or overtime payment will be granted. Flexibility in the role is required.

There is an on-call requirement (for alarm call-outs or other emergencies) This is typically phone based. Overtime is paid where in-person attendance is required.

Salary: €25,000 for 20 hours

Location: 43-45 Northumberland Road, Dublin 4. This is an in-person role.

 

WHO WE ARE

The Irish Cancer Society is a community of patients, survivors, volunteers, supporters, health and social care professionals and researchers. Together, we are working to save lives and improve the lives of people affected by cancer in Ireland.

We are looking for a committed, self-motivated and organised Facilities and Office Coordinator to join our team. The purpose of the role is to ensure that the Society's head office in Dublin is a modern, well-maintained and well-run workspace so that staff and volunteers who use the office can work safely and effectively to support people affected by cancer.

 

WHAT YOU'LL DO

As Facilities and Office Coordinator you will have overall responsibility for ensuring the smooth day-to-day operation of the Dublin office. You will take ownership and responsibility for the office experience of visitors, staff and volunteers. You will work on-site to:

·      Ensure a safe, productive and effective workspace for staff and volunteers;

·      Coordinate maintenance and facilities work for the building;

·      Welcome and support visitors to the office.

 

Office coordination

·      Open the building each morning, and ensuring it is set up correctly for the day. 

·      Provide on-boarding support to new staff members including provision of fobs, office tours, induction training support, assignment of lockers and other support.

·      Monitor stationery and fulfil orders.

·      Oversee the car-park app and bookings, and ensure safe and efficient usage of the car-park.

·      Handling incoming and outgoing mails, packages, and deliveries.

·      Maintain the appearance of the office and building, taking pride in ensuring a clean, well-kept, modern office. 

·      Coordinate storage (on-site and achieving) and ensure it is well-organised and accessible.

·      Maintain and develop standard operating procedures for the effective running of the office. 

 

Maintenance and facilities coordination

·      Direct and plan essential building services such as access fobs, security, heating, maintenance, cleaning, waste disposal and recycling, and be the primary Society contact points for these vendors.

·      Monitor for building faults, maintain a maintenance schedule, and schedule repairs or works.

·      Project manage any property renovations or works.

 

Value for money

·      Plan the development of the office, and develop, with the HR Manager, the facilities budget each year.

·      Act as point of contact with suppliers and ensure proper financial management of each individual property/ facilities contract.

·      Seek out quotes and negotiate rates, to ensure value for money for the Society.

·      Maintain full records of works completed and contracts to enable proper invoice approval.

·      Reconcile invoices received to work completed, and upload invoices and accurate supporting documentation to our finance system.

 

Front-of-house support

·      Support staff hosting meetings and events, with room set-up and break-down, and refreshments.

·      Be a friendly, welcoming, and professional first contact point for all visitors to the office.

·      In particular, deal with members of the public in a compassionate and sensitive manner and ensure that all their needs are addressed.

·      Provide cover to our Society phone lines as required, supporting callers with warmth and courtesy and ensuring that their call is resolved appropriately.

·      From time-to-time/ during busy periods (e.g. Daffodil Day campaign), provide general administrative support to in-office teams.

 

Health and Safety coordination

·      Ensure proper in-office health and safety measures are followed, including fire drills

·      Arrange for health and safety training as required, including first aid training

·      Maintain the health and safety incident report log, following up to confirm actions and escalating as required, and reporting to insurers/ HSA

·      Maintain our health and safety records and files, including records of training, risk assessments etc.

·      Liaise with external health and safety providers, be an on-site point of contact in the event of inspection by the HSA, and serve as a member of the Society's Health and Safety Committee

 

WHO YOU ARE

A people person: Whether it's welcoming visitors, helping colleagues, or managing our suppliers, you're in your element. You enjoy working with people, build effective relationships, and are keen to be the go-to person.  

All about the experience: You are focused on the experience that people have in the office. You think about what it's like for visitors and colleagues, and consider how to make the experience better.

Highly organised: You are highly organised and maintain great records. You're the kind of person who loves lists and schedules, and brings a calm and organised approach.

Self-motivated: You see something that needs to be done and you do it. You take personal pride in the building and the experience and are proactive in your style. You are flexible and adaptable.

 

YOUR QUALIFICATIONS AND EXPERIENCE

  • You will typically have more than three years of experience in an office and/or facilities coordination role. The Society measures experience in terms of the experience gained rather than the years spent, and is open to applicants of all levels of experience.
  • You will have experience working with suppliers and contractors.
  • You will have a working knowledge of health and safety, with either experience in coordinating health and safety activity, or a strong willingness to learn.
  • You will have good IT skills and are comfortable using Microsoft Office, and other software types (e.g. finance system, heating system etc.)
  • There is a level of physical mobility required for this role, and a pre-employment medical will be required. The Society welcomes applications from people with disabilities, and will consider all reasonable accommodations.

 

The Society is an equal opportunity employer. We are open to people of all genders, ages, abilities, races and backgrounds for this role and would encourage applicants from underrepresented communities.

 

The closing date for applications is 5pm Wednesday 5th June 2024

Please note all CVs are logged through a 3rd party system for processing.

WE DO NOT REQUIRE THE ASSISTANCE OF AGENCIES

 

Some of our benefits:

·      23 days Annual Leave a year or Pro Rata equivalent, plus public holidays, Good Friday and Christmas Eve (if it falls on a working day)

·      Service Days - Additional days awarded to reflect long service with the Society.

·      Sick Pay Scheme (following Probationary period)

·      Defined Contribution Pension Scheme (after 6 months)

·      Group membership for VHI and HSF (health plans)

·      Bus/Rail Ticket Scheme and Cycle to Work Scheme

·      Death In Service Benefit (from commencement of employment)

·      Paid Family Leave (Maternity, Paternity, Adoptive, Force Majeure and compassionate Leave)

·      Learning and Development Programmes

·      Educational Assistance (Study and Examination Leave)

·      Employee Assistance Programme (EAP)

·      Optional Flu vaccine provided

 



Terms & Conditions

Privacy

Cookies

Data Protection


15 - 17 Leinster Street South
Dublin 2

e. info@charitiesinstituteireland.ie
t. 01 541 4770

RCN: 20043964
CRO: 335412

This website is powered by
ToucanTech