Receptionist & HR Administrator

 

At West, we’re a dedicated team that is connected by a purpose to improve patient lives that has been at the center of our Company for more than a century. Our story began when Herman O. West solved the problem of supplying penicillin in mass quantities to the US Government during World War 2. Through our work to deliver thousands of life-saving and life-enhancing injectable medicines to millions of patients daily, West’s indelible mark on the healthcare industry has just begun. A name started our story. How will yours help write our future?  

 

There’s no better place to join an inclusive community of professionals with opportunities for lifelong learning, growth and development. Supported by benefit programs, we empower the physical, mental, emotional and financial health of our team members and their families.  

 

We believe in giving back to help those in need in the communities where we live and work. And are equally committed to creating a healthier environment and planet through our sustainability efforts.  

Job Summary:

This is a dual role as Receptionist and HR Administrator. This role is responsible for the management of Reception & associated administration tasks including management of the company switch and reception area, including greeting key visitors to the site & the management of the company’s stationery needs. In addition, this role is responsible for providing administration support to the HR team including management of employee files, employee recognition process, system set up for new starters, site newsletter and coordination of employee initiatives. This role will be located between reception in 3 buildings in West depending on requirement.

Essential Duties and Responsibilities:

 

Reception Administration Duties:

• Meet and Greet visitors to the reception area in a professional manner.
• Ensure all visitors are pre-registered and signed into site. Where required advise the West contact of all contractor/customer/guest arrival on site.
• Answer all incoming calls/emails in a timely professional manner and pass them on to the relevant individuals.
• Responsible for management of and issuing badges to visitors to site, lunch vouchers & WIFI access codes.
• Responsible for managing deliveries to reception.
• Responsible for all outgoing post, i.e. frank and organise delivery/collection of outgoing post daily.
• Book all courier collections, record the details and check all incoming courier invoices.
• Responsible for managing/co-coordinating all stationery orders and sundry supplies.
• When necessary, assist with booking accommodation and flights for West employees and visitors.

 

HR Administration Duties:

• Responsible for all HR administration throughout the employee lifecycle from New Starter to Leaver including but not limited to; preparation of contracts, statements of employments, social welfare form completion, exit interviews and leaver documentation.
• Support as appropriate the co-ordination and delivering the onboarding process for new employees
• support as appropriate the review and updating of all company HR policies, procedures and related documentation to ensure compliance with the prevailing employment legislation in Ireland, EU and also in line with West policies and procedures.
• Editor of site HR communications channels.
• Manage the creation of new starter ID badges and liase with Facilities team to assign new starter access badges.
• Manage the biometrics process with all new starters. Trouble shooting biometrics issues when required.
• Responsible for tracking and ensuring return of probation forms.
• Maintain an up-to-date PowerPoint slide documenting employee engagement initiative.
• Manage administration element of the employee recognition programme.
• Manage purchase requisition process for the HR team.
• Manage the use of the company purchasing card and maintain record of same to be reconciled monthly.
• Responsible for Human Resources filing and administration to include new employee file set up, audit of contents and archive leavers.
• Data Entry, updating spreadsheets and database.
• Assist with audits.
• Support on HR projects as required.
• Act in accordance with the company’s Guiding Principles and adherence to the corporate Code of Conduct.
• Compliance to all local site Environmental, Health and Safety regulations.
• Compliance to all local site company policies, procedures and corporate policies.
• Perform additional duties at the request of the direct supervisor.

 

Basic Qualifications: 

• Minimum of third level qualification, ideally to degree level, in a relevant business