Title:  Transitions Receptionist & Admin Support

Receptionist & Admin Support

 

Company Overview

Don’t miss a great opportunity to become part of our team in an exciting, pioneering and growing organisation.

Transitions Optical has been protecting and enhancing vision since 1990 when we were the first company to commercialise plastic photochromic lenses. Through our partnerships with optical industry leaders, we offer solutions that adapt to changing light in the widest selection of designs and materials, including hundreds of lens combinations. We are continuously improving our lenses to enhance their darkness, fade back speed, colour and indoor clarity. Transitions Optical is part of the EssilorLuxottica Group.

 

Location: Tuam, Ireland                                                                            Reporting Line: HR Manager

 

Job Purpose

The receptionist role has full responsibility for Front-of-House management in TOL. Core accountability is to manage the switchboard for the facility.

 

Key Responsibilities of the Role

  • To manage the front-of-house for the facility in Tuam in a customer-focused environment, including the up-date of the Visitors/ Contractors Log, ensuring that confidentiality agreements had been signed and that all are issued with a pass
  • To manage switchboard for TOL, ensuring cover at all times.
  • To take responsibility for managing house-keeping within the reception area including, the management of printing service area and the meeting rooms in the reception area
  • To manage the main notice board, reviewing it on a daily basis to ensure that it is up-to-date
  • To lead the management of in-coming and out-coming post
  • To provide support on the recruitment process through the acknowledgement of CVs and the rejection of candidates after interview, as well as the scheduling of assessments, interviews and medicals
  • To provide support on the Training and Development process in terms of scheduling inductions, the maintenance of the training and development database plus the tracking and close out of the training suite menu.
  • To assist in managing the benefits process in terms of support on the employee glasses scheme and taking the lead in the management of the annual Christmas vouchers for employees
  • Ensuring that fire lists are up-to-date at all times.
  • To coordinate the recognition process in terms of preparing letters and keeping track of all those receiving rewards.
  • Coordinate the collection of information for the monthly HR Report and circulate same to the Executive Secretary.
  • Coordinate all travel vaccine appointments and keep records of all records as required
  • Ensure full procedures are in place for all reception duties.
  • Manage the birthday tracker and service award tracker, ensuring all new hires are added, taken off etc. and coordinating with the helpdesk whenever there are issues.
  • HR system support on Clockwise as needed.
  • General support to the HR team

 

The above list is not exhaustive and will be subject to change in line with the requirements of the business.

 

Key Requirements (Education and Experience)

  • Minimum qualification Leaving Cert Qualification, post qualification is desirable
  • Minimum 2 years’ experience
  • Microsoft Excel Word and PowerPoint as well as Adobe.

 

Competencies

  • Business Acumen
  • Drive for Results
  • Customer Focus
  • Interpersonal Savvy

 

Transversal Responsibilities

  • All employees have a responsibility to contribute to the Group’s sustainability and in doing so ensure that we can continue to fulfil our mission.
  • All business decisions and actions must serve and be in line with the Group’s sustainability goals and mission.
  • An employee must abide by the legal compliance policy in the performing of his/her duties.