Front Desk & Facilities Supervisor

Job Description: Front Desk & Facilities Supervisor

Northside Family Resource Centre is looking for a highly organised people centred operations professional to join our team. The ideal candidate is someone who can be the steady heartbeat of the Centrebalancing reception coordination supervision admin and compliance with warmth and efficiency. Someone who thrives in a busy community-facing environment and who quietly makes everything work.

Overall purpose of the job:

To ensure the smooth efficient and day-to-day operations of the Family Resource Centre by coordinating reception facilities calendars and administrative systems. The role supports the professional staff team ensures compliance with basic health and safety requirements and maintains high standards of organisation communication and customer service across the Centre.

Reception & Front-of-House

• Ensure all visitors service users and partners receive a warm professional welcome.

• Ensure all queries are dealt with professionally and supportively.

• Manage phone email and in-person enquiries ensuring timely responses.

• Maintain a tidy safe and welcoming reception area.

• Support new arrivals ensuring they are greeted directed and supported appropriately.

Centre Calendars & Room Coordination

• Oversee all room bookings shared calendars and scheduling for staff groups and external partners.

• Ensure rooms are set up appropriately for classes meetings and programmes.

• Coordinate with house staff to ensure timely room turnover and cleanliness.

• Maintain systems for tracking room usage and availability.

Coordination of House and Reception Staff

• Provide day-to-day supervision task allocation and support to house staff assigned to reception maintenance and cleaning in partnership with the Community Employment Supervisor.

• Ensure house staff understand and adhere to daily priorities and standards.

• Monitor performance and provide mentorship.

• Work closely with the Community Employment Supervisor as required.

Health & Safety and Facilities Support

• Conduct routine checks of fire extinguishers first aid boxes and safety equipment.

• Maintain stock levels for cleaning supplies office supplies and programme materials.

• Log maintenance issues repair minor equipment and coordinate with contractors and house staff for bigger repairs.

• Support the management team with compliance documentation (fire logs incident reports etc.).

General Operations & Organisational Support

• Maintain filing systems databases and shared drives.

• Support the Management Team with operational tasks reporting and internal communications.

• Contribute to continuous improvement of systems processes and Centre efficiency.

• Uphold the ethos values and community-focused mission of the Family Resource Centre.

Person Specification: Front Desk & Facilities Supervisor

Essential Experience & Skills

• A minimum QQI Level 6 qualification in administration business community development or related field.

• Proven experience in administration office coordination or operations in a community social care education or busy public-facing environment.

• Strong organisational and multitasking skills; able to manage competing priorities calmly.

• Excellent interpersonal and communication skills; warm professional and confident with the public.

• Proficiency in Microsoft Office (Word Excel Outlook) calendar management and digital filing systems.

• Ability tomaintainconfidentiality and work within safeguarding and GDPR requirements.

• Strong attention to detail especially in record-keeping and compliance tasks.

• Ability to take initiative and solve problems independently.

Desirable

• A QQI Level 8 qualification in administration business community development or related field.

• Experience supervising staff volunteers or CE/Tús participants.

• Experience in a Family Resource Centre community organisation or similar setting.

• Knowledge of health and safety basics (fire safety checks incident logs first aid stock).

• Experience supporting adult education groups or programme administration.

Personal Attributes

• Warm welcoming and calm under pressure.

• Values teamwork and supports an inclusive culture.

• Reliable discreet and highly organised.

• Comfortable balancing public-facing work with behind-the-scenes operations.

• Solution-focused and able toanticipateneeds before they become problems.

Terms of Employment: Front Desk & Facilities Supervisor

Contract Type:

The role is offered initially as a 12-month fixed term contract subject to continued availability of funding.

Hours of Work:

Fulltime 37.5 hours per week; flexibility required to meet service needs including some evenings and weekends. Time-off-in-lieu for additional hours worked.

Salary:

Starting salary from 31200 per annum pro rata; final salary commensurate with qualifications and experience.

Probation Period:

Six-month probation period.

Pension:

Employer contribution matching double the employee contribution up to a maximum of 5% of gross salary subject to funding.

Benefits:

25 days annual leave pro rata plus public holidays 2 company privilege days and up to 14 days paid sick pay.

Professional Supports:

CPD and access to coaching; support for accredited training where appropriate.

Confidentiality and Professional Standards

The successful candidate must observe confidentiality professional boundaries and Centre policies including safeguarding equality and data protection.

Accountability

The Front Desk & Facilities Supervisor will be responsible to the Voluntary Management Committee through the Head of Finance & Administration and CEO.

How to Apply

Applicants must complete the application form for this role on our Hire Hive Careers Page found through Please do not send CVs only completed application forms submitted through HireHive will be accepted.

Northside Family Resource Centre is an equal opportunities employer.