HR OFFICE CONTROLLER (RECEPTIONIST) – FIXED TERM 6 MONTH CONTRACT

The purpose of the HR Office Controller is a people focused role which starts at “front of house” working with all employees across all business units and based in the R&D site. The HR Office Controller works on a job sharing basis, covering minimum three days and offering flexibility for other days, and is required to have an interest in and knowledge of how the entire EirGen organisation works. This role reports directly to the Head of HR.

Responsibilities:

  • EirGen phone & visitor tasks:
    • Answer phones in a courteous and timely manner
    • Transfer calls to the relevant individual
    • Take and relay messages to the relevant persons, when person not available
    • Access management for all contractors coming on site
    • Ensure all visitors sign in & out and are provided with visitor badges
    • Assist with external visitor arrangements including accommodation, drivers/taxi’s, lunches, refreshments when required
  • Post & Courier tasks:
    • Receive inbound post, place in post drawers or distribute to the intended recipient
    • Manage all outbound post and outbound post to the Post Office
    • Errands to post office and bank to do bank lodgements, petty cash withdrawals or special postal arrangements
    • Receive the inbound courier deliveries, place in post drawers or distribute to the intended recipient
    • Organise all outbound couriers for all non GMP activities, e.g. samples, CD’S Documents and maintain a log of all outbound couriers (for avoidance of doubt all GMP logistics is the responsibility of Operations)
  • Administration tasks:
    • Dealing with PO & Vendor queries from other departments
    • Ordering and distribution of EirGen jackets on completion of probation
    • Admin responsibility for Reward & Recognition programme
    • Responsible for issuing of accident/incident numbers and recording of same on Index 19 and also in the relevant forms folder
    • Monthly credit card reconciliation to coincide with any purchases/payments and PRF’s raised
    • Order Stationery, Canteen & reception supplies
    • Organise flights and hotel accommodation for EirGen employees and managers once requisite approval is obtained
    • Organising care hire, transfers, car parking & toll payments when required for employees
    • Assist with internal meeting room bookings
    • Organise external meeting rooms once requisite approval is obtained
    • To create Purchase Orders (PO’s) on SAP for HR and Management on receipt of purchase requisitions
    • Review and check all PO’s for HR and Management before posting on SAP
    • Receipt all PO’s for on SAP
  • Adhoc tasks:
    • Provide reception support for job-share partner and also for Commercial Centre including annual leave or during busier periods
    • Record the AED (Defib) logbook on a weekly basis
    • H&S Safety Representative for reception & allocated areas
    • Assisting Finance in their duties as the need arises (i.e. credit card and petty cash log)
    • Be part of the HR team and assist with various duties as the need arises (i.e. responding to CVs received, setting up interviews/booking events)
    • Adhoc errands for SLT when required; purchases/drop off’s etc
    • Completing assigned projects and any other reasonable duties/tasks as required.

The ideal candidate for this role will have:

  • At least 10 year’s previous administration and front of house experience, preferably in a pharmaceutical or manufacturing environment
  • Strong IT skills with MS office and also experience in SAP would be an advantage.
  • Common Sense & practical approach as well as excellent organisational skills
  • Diplomacy & patience
  • Excellent interpersonal & communication Skills
  • Ability to be professional and efficient
  • Ability to work cross functionality and relate to persons at all levels in the organisation
  • Flexibility (in hours of work and reasonable duties assigned)

CLICK TO APPLY