Administrative Assistant & Receptionist - Ireland

Job Description

Overview:

This varied and busy role is responsible for supporting the Henry Schein Ireland team with their administrative needs. The role holder will provide general administrative assistance as required to support the effective running of the Henry Schein offices and may be required to flexibly assist the customer service team in handling incoming calls and acting as the first point of contact for all visitors to site. The role holder will need to be friendly and cooperative, with a precise eye for detail, and great at building and maintaining professional relationships at all levels.

Job Responsibilities:

The role holder will be expected to be responsible for the following:

• Providing administrative support to all HS Ireland teams

• Ensuring good and thorough record keeping

• Liaising with departments to ensure the correct facilities procedures and processes are adhered to

• Researching and providing recommendations for providers of services to the Company, for example, specialist maintenance contractors, or business travel providers

• Acting as first point of contact for all business travel requests and take responsibility for booking travel and hotel rooms as required by TSMs, in line with the Corporate Travel Policy, using the nominated Corporate Travel Agency.

• Co-ordination and requisition of stationery and refreshment supplies.

• Assist in the smooth running of the Company's Agile Working Principles, including the administration of hot desks, meeting rooms, equipment organisation and refreshments for meetings as required.

• Flexible in the hours and days that they can work outside of their normal shift pattern, as the role holder is responsible for providing holiday and sickness cover.

• Comfortable meeting and greeting visitors in a friendly professional manner, ensuring compliance with all security measures in place.

• Timely and professional answering of all general enquiry incoming calls to main line number.

• Ensuring the reception area is kept clean, tidy and presentable at all times.

• This role is extremely varied; therefore the job description is not exhaustive and the role holder will be required to participate in other duties as required by the business.

Job Skills & Experience Required:

To succeed in this role, you'll need the following:

Qualifications:

• A good standard of secondary education

• Accreditation with Microsoft Suite desirable, but not required

• Business administration qualification desirable, but not required

Skill & Experience:

• Good overall knowledge and experience using the Microsoft suite of programmes, especially Outlook, Excel and Word

• Confident telephone manner

• Excellent interpersonal skills and experience deploying these in a professional setting

• Good time management, and experience handling competing priorities

• Comfortable working in a professional office environment

• Experience working in a small team where you're required to work under your own initiative with minimal supervision

Person Specification:

We believe the type of person best suited to this role will be:

• Accurate and thorough, with a methodical approach to work; detail is a major focus of the role and the role holder needs to be able to handle lots of detailed information quickly, correctly and efficiently

• Warm and open in their approach to people, embodying a socially focused "how can I help you" attitude

• An effective communicator who can guide, persuade and question others, whilst being aware and responsive to their needs or concerns

• Excellent at building and maintaining professional relationships across all levels of seniority

• Prepared to roll up their sleeves and jump-in to a variety of tasks, some of which might not always match the main tasks listed in the job description

• Someone who can work in adherence to guidelines and procedures, but won't be afraid to suggest new and better ways of doing things

• Able to work at a faster than average pace when the need arises

Henry Schein is committed to the principle of equal opportunities in employment in all spheres of its operation. Henry Schein UK Holdings strives to operate a policy of equal opportunity and not discriminate against any person gender, race, colour, nationality, ethnic or national origin, religion, sexual orientation, marital status, disability, age or any other characteristic protected by law.