IAA Website - Monday, April 24, 2017 5:07 PM

We accept applications on an on-going basis for the Student Controller Progamme. Based on the number of applications received the Authority will, on a periodic basis, invite those applicants who meet the minimum requirements to begin the selection process.  Click here for more information and details on how to apply.

   

Relief Receptionist / Switch Operator

Closing Date for Applications
21 Apr 2017
Enquiry Contact Details

Send your CV to: gwen.rogan@iaa.ie; 01 603 1535

Job Purpose

The successful applicant will be required to provide relief receptionist and switch operator support at the IAA’s Head office in D’Olier Street.

Main Duties and Responsibilities

The successful applicant will be required to provide relief receptionist and switch operator support at the IAA’s Head office in D’Olier Street.
 
The following is illustrative of the main duties and responsibilities of the position:
 
Reception Desk

  • Personal Callers
    While the Reception Desk is co-located on the Ground Floor of The Times Building with the Security Desk, the primary “visitor control” role of badging, contacting relevant personnel, waiting visitors, and directing visitors to relevant areas, etc., is provided by the Security Desk.
  • Other than personal business callers and contractors, other visitors to The Times Building are typically directed by Security Desk to the 2nd Floor Reception (where the Building Supervisor is located), this includes:
  1. Visitors to the Personnel Licensing Office (access control and door release to the public office is controlled by the Duty Receptionist)
  2. Deliveries of goods, courier parcels
  3. Collection of returned goods, courier parcels

Goods deliveries and Collections:

  • Parcels and PostRegular post deliveries are directed from the Ground Floor to the Post Room, following sorting items of regular post without a person’s name or Dept. are forwarded to Reception. These are opened and re-directed to the relevant person or Dept. Regular items of post for other IAA locations are also forwarded to Reception from where they are re-directed, typically by going back into the post.
  • Registered post deliveries are recorded by the Receptionist each day.
  • The Receptionist is also responsible for the handling of larger items which require special collection arrangements.
  • The Reception Supervisor is the escalation point for all issues of lost or misdirected items, service issues, and contract management.

Couriers

  • The courier services in use at the Times Building are managed and controlled at the Reception Desk. This involves the tagging of parcels with the appropriate courier labels and the on-line registration of items for collection.
  • The IAA has a contract with an international courier service (currently DHL), and has access to other courier services should the need arise (such as Cyclone, An Post, TNT, UPS, etc.)
  • The contract is monitored and managed by the Reception Supervisor. The contract is reviewed from time to time to ensure satisfactory service and value for money.
  • A database of all items received and dispatched by courier services is maintained at Reception by the duty receptionist.
  • The Reception Supervisor is the escalation point for all issues of lost or misdirected items, service issues, and contract management.

Deliveries

  • Deliveries of goods are typically directed to the 2nd Floor (Building Supervisor) on arrival at the Ground Floor.
  • All deliveries are recorded in a database for this purpose, and the recipient identified and notified at the time of delivery.
  • Other deliveries, such as archive materials returned from storage are also delivered and recorded to 2nd Floor.

Collections

  • From time to time goods are dispatched by the IAA to customers/clients, returned to suppliers, or archive material.
  • All items dispatched or retuned are typically controlled by Reception.

Storage and dispersal

  • There is no dedicated storage facility for deliveries on arrival. There is no dedicated “quarantine” area for processing deliveries. Most deliveries are held at the 2nd Floor either in the waiting area or in the space behind the desk until properly dispersed or collected.

Meeting Room bookings:

  • The booking and allocation of Times Building meeting rooms (excluding 1st floor and 5th floor facilities) are managed by the duty Receptionist.
  • The Meeting Rooms are managed using SharePoint and the room booking diary is available to view on AV8. Only designated Receptionists have access to the SharePoint booking tool.

Taxi Bookings:

  • All taxi bookings are made through the Receptionist, and a database record is maintained for this purpose.
  • The Reception Supervisor is the escalation point for all issues of lost or misdirected items, service issues, and contract management
  • The contract is monitored and managed by the Reception Supervisor. The contract is reviewed from time to time to ensure satisfactory service and value for money

Switch Operations:

  • Main Switch – The IAA main switch number is co-located at the Ground Floor Reception.
  • Relevant hardware and software is provided by IT Dept., this includes UPS (Uninterruptible Power Supply) in the event of power failure to the relevant PCs.
  • Since the transfer of IAA Training Centre to Entry Point North, the main Shannon Area Switch (not operation ATS switch) is provided from the Times Building
  • Management of the IAA telephone services, including allocation and management of numbers is handled by IT Dept.

After-hours/weekend/PH service

  • Pageboy provides the “out of hours” services. A list of personnel is maintained with contact details in the event of a caller needing urgent action.
  • The contract is monitored and managed by the Reception Supervisor. The contract is reviewed from time to time to ensure satisfactory service.

Crisis Communications

  • Switch Operations in the event of the invocation of a crisis communications scenario are provided for by Reception.
  • A second/standby switch is available at Reception to enable two switch operators at any one time.
  • IT Dept. can arrange for the diverting of calls to desktop phones in the General Office (4th Floor) in the event of a significant volume in calls.
  • When a crisis communications scenario is invoked the Switch Operator plays a designated role as part of the crisis communications plan. All staff in the Dept. are capable of operating the Switch, and all staff have either participated in actual crisis situations requiring the handling of large volumes of calls, or in crisis exercises.

Skills Required

  • 3-5 years’ experience in a similar role
  • Excellent interpersonal skills and professional appearance
  • Proficiency in using Microsoft Word, Excel and Outlook
  • Excellent communication skills
  • Ability to prioritise workload and work well under pressure.
  • Excellent organisation skills and attention to detail

Skills Desirable

  • Experience in a similar role in an aviation environment.

 


Back

   

Important information regarding cookies and the IAA.ie

By using this website, you consent to the use of cookies in accordance with the IAA Cookie Policy. For more information on cookies, see our cookie policy.