Receptionist & Document Controller
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Job Summary
Job Title: Receptionist & Document Controller
Company: EHS International
Reports to: Training Administration Manager
The Receptionist & Document Controller is responsible for greeting welcoming and directing visitors to the company. They will coordinate all front-desk activities. It is also the role of the Receptionist & Document Controller to carry out various document and training department tasks assigned to them by the Training Administration Manager.
Responsibilities:
First point of contact for all clients trainers visitors etc to the company.
Answer all calls and queries and divert to relevant personnel.
Update the call log with all calls that have been received/made.
Ensure the training rooms are equipped with everything required for each course/meeting.
Prepare paperwork for upcoming training sessions.
Contact trainers prior to upcoming sessions to check requirements and follow up as required.
Contact all attendees prior to course commencement to confirm they are attending and give final details/answer any queries etc.
Ensuring all course documentation for all programmes are returned by trainers.
When courses are finished all paperwork is scanned to our course management system.
Reviewing of training records to confirm that all paperwork is completed to the required standards.
Highlighting any quality issues to Quality Manager and Training Manager following review of the programme paperwork.
Processing certification for EHS International accredited programmes.
Ensure programme examinations are assessed and processed through the relevant certification systems.
Coordinating and maintaining the administration of the SOLAS NEBOSH IOSH and PHECC accreditations to ensure that the appropriate document control procedures are maintained.
Review of tutor and learner feedback forms.
Look after the catering needs for attendees and trainers.
Processing all incoming and outgoing post.
Process monthly stationery orders.
Issue weekly reports to manager.
Booking meeting/Training rooms through the Outlook Calanders.
Issue temporary invoices to Accounts.
Issue Safe Pass Cards/PHECC Certs/etc. once processed.
Any other general office duties that may arise in the day-to-day office environment.
Requirements
Skills & Qualifications:
Experience in MS Office applications.
Strong administrative and organizational skills.
Knowledge of relevant quality standards (e.g. ISO 9001)
Ability to work collaboratively with teams throughout the organisation.
Previous experience in a busy office environment.
Work well under pressure and manage time effectively especially during busy periods.
Should be friendly empathetic and able to communicate effectively with clients and colleagues at all levels.
Required Skills:
Qualifications and Professional Requirements Essential NEBOSH National or International Diploma in Occupational Health and Safety or an equivalent recognised qualification. Strong knowledge of current Irish and international health and safety legislation standards and best practice. Experience working in a health and safety role relevant to the NEBOSH IGC syllabus. Experience in delivering training teaching or coaching within an adult learning environment. High level of written and verbal communication skills. Desirable Membership with a recognised professional body such as IOSH or the IIRSM at a grade appropriate to the Lead Tutor role. If membership is not held evidence of robust methods used to stay up to date with current legislation and professional development. Experience delivering NEBOSH or other accredited training programmes. Experience in developing content for blended learning or virtual learning environments. Key Competencies Strong facilitation coaching and communication skills. Ability to translate complex legislation and risk management concepts into practical learning. Strong organisational and planning capability. Commitment to maintaining high professional standards and continuous learning. Learner centred approach with a focus on positive outcomes.
