Reception & Clerical Administrator
Company : Laois TRIP CLG t/a TFI Local Link Laois Offaly
Position: Reception & Clerical Administrator
Location: Old Mill House, Church Avenue, Portlaoise
Tenure : Full Time 35 hours per week, Permanent Contract (subject to Government Funding)
Blended working options are currently facilitated but after probation period.
Role:
Under general supervision, the Reception & Clerical Administrator schedules is first point of contact in the office and dispatches a range of transport services in accordance with needs identified, available resources and in line with standard operating procedures. He/she is also responsible for the inputting, maintenance, and submission of the required monitoring data to the National Transport Authority.
Primary duties and responsibilities:
- Maintains safe and clean reception area by complying with procedures, rules, and regulations.
- Managing deliveries and walk-in customers/operators.
- Promptly and professionally responds to passenger service requests and, subsequently, schedules transport services to meet the needs of passengers and partner organisations to assure timely and efficient services in line with company policies and procedures.
- Answer customer service telephone, provide general information to current and potential passengers (timetables, public transport service timetables) and determine specific service needs in relation to accessibility and location. Research addresses and verify pick-up and destination information. Also monitors the company mobile, WhatsApp, and company email providing customer service
- Record unmet transport needs and coordinate with Transport Coordinators, Manager, and other relevant stakeholders.
- Enter passenger information on data base (loading system). Monitor, review, update and maintain the data base regularly or as required. And comply with relevant Data protection policy as prescribed.
- Use a bespoke computerised systems such as ITMS and to input passenger and service information, to plot and design services based on passenger and/or partner organisation need/requirements and to make transit service bookings. Training will be provided.
- Use CRM Monday.com. Training will be provided.
- Assist the Manager with preparation of schedules and passenger information for service providers/drivers based on the strategic planning of service provision and on passenger requests.
- Trouble shoot problems encountered while providing service and take steps to remedy identified problems and coordinate with manager on problem resolution
- Analyse and evaluate data and information and produce reports, information and data as required to the management team and board.
- Assist promotion and marketing of existing and new routes through all social media mediums and advise Manager and senior staff of new marketing possibilities
- Assist in management of marketing competitions and analysis of data for funding report
- Represent the company positively and develop and maintain effective and professional relationships with the Board, Manager, staff, other key stakeholders, the media, and the public.
- Adherence to Policies and Procedures – ensuring compliance with Company policies and procedures.
- Assisting with health and safety matters pertaining to the TFI Local Link Laois Offaly operations.
- Take part in other projects and initiatives as required.
- Ensure audit trail is evident and GDPR adhered to.
Please Note: The functions and responsibilities initially assigned to this position are based on the current organisational requirements and may be changed from time to time. The person appointed requires the flexibility to fulfill other roles and responsibilities at a similar level within the organisation.
Essential Criteria:
Please Note: To satisfy the shortlisting panel that you meet the criteria of this role, you must explicitly reference how you meet same in your application. Failure to demonstrate these may prevent your application progressing to future shortlisting stages.
Each candidate must meet the following requirements at the time of the competition closing:
- 2 years dispatch, customer service and communications experience in a transport or customer-focused environment
- Ability to post items on social media forums and update accordingly
- Ability to be courteous and respectful and discrete in providing customer services
- Ability to utilise standardised IT packages along with specialised software and programme related systems.
- Effective verbal and written communication skills.
- Ability to establish and maintain effective working relationships with co-workers and the public
- B Drivers Licence and own car
Desirable Criteria
Please Note: Should further shortlisting be required after essential criteria above, a selection of the following may be assessed.
The ideal candidate will also:
- Experience of working with community and voluntary organisations
- Supporting the Manager and team in developing marketing and publicity initiatives
- Knowledge of reading and interpreting maps and journey planning on a computerised system
Salary Scale Starting from €29,811
Application Process:
To apply, please submit your CV along with a cover letter to lo.manager@locallink.ie that highlights your motivations and demonstrates how your experience aligns with the requirements of this role.
Applications must be submitted by email only by Monday March 3rd 2025 @12 noon
This job description provides a general overview of the key responsibilities and qualifications for the Reception and Clerical Officer
Posted 17th February, 2025