Job Description
Senior Service Administrator
BASE: Jigsaw Dublin City
RESPONSIBLE TO: Service Manager
CONTRACT TYPE: Permanent Full time
POSITION SUMMARY:
The Senior Service Administrator will work closely alongside the local management team to deliver an efficient and effective front of house service to young people and their families.
The Senior Service Administrator will work closely with the Service Manager and support the administrative team to ensure effective and efficient administrative processes are in place.
WHO WE ARE:
We are Jigsaw, the National Centre for Youth Mental Health.
Formerly known as Headstrong, we were set up in 2006 and to this day, we remain committed to leading a nationwide transformation in the area of youth mental health.
By joining the Jigsaw Team, you will help us to create an Ireland where every young person's mental health is valued and supported.
In Jigsaw, we intervene early to support young people's mental health.
We are the only mental health service in the country with an exclusive focus on 12-25 year olds.
We have 14 Jigsaw services in communities across Ireland providing mental health support to young people.
Our Jigsaw services provide young people aged 12-25 with a place they can visit for free and receive confidential support from trained mental health professionals.
We educate and equip communities to help young people.
Our research is the foundation on which we build our workshops for adults and young people alike.
We believe that future resilience is based on early intervention and mentoring.
We listen to young people.
At Jigsaw, our Youth Advisory Panel's opinions and contributions are vital to the running of our organisation.
They guide our thinking, and they influence our decision-making.
We are changing the way Ireland thinks about and responds to young people's mental health.
It is essential for our young people's wellbeing that we respond at the right time, in the right way.
We work with Government, the HSE and other policymakers to make sure the right frameworks are being put in place to help Ireland's young people for generations to come.
PRIMARY RESPONSIBILITIES:
Providing a first point of contact for young people entering the service and general reception duties.
Answering the phone and dealing with queries from the public.
Provision of information to young people and their families when requested, ensuring confidentiality.
Promoting the vision, values and mission of Jigsaw.
Opening, recording and processing post in line with Jigsaw policy.
Keeping accurate records and systems in relation to all aspects of work.
Participating as a member of the Jigsaw team in meetings and other forums.
Opening and closing of the Jigsaw Hub.
Providing daily administration oversight & support to the Jigsaw team and assisting the Service Manager with general operation.
Overseeing the service administrator's teamwork plan and reporting on progress.
Coordinating purchasing and delivery of office supplies and stationery.
Working in accordance with the policies and procedures of Jigsaw.
Carrying out such other duties as may reasonably be requested by Jigsaw.
KNOWLEDGE, SKILLS AND EXPERIENCE REQUIRED
Essential Criteria:
A minimum of three years office administration experience in a front of house position.
Minimum of one year line management experience.
Experience of dealing with people through various forms of communication and an ability to empathize while communicating clearly.
Ability to work on own initiative as well as part of a team.
Effective communication skills including the ability to present information in a clear and concise manner.
Proficient level of computer literacy and are competent in MS office, Office 365, Excel, Microsoft Teams, Zoom and Share Point.
Strong interpersonal skills including the ability to build and maintain relationships with a variety of stakeholders.
Demonstrated ability to plan and organise own workload and that of others in an effective, methodical manner ensuring deadlines are met.
Desirable Criteria:
Experience working in human services/ health services/ charity sector.
A relevant degree or other administrative qualification (FETAC level 5 or above).
Experience designing and implementing complex scheduling systems.
Experience in data management and reporting.
Benefits
Salary commensurate with qualifications and experience.
Factors taken into account in determining an appropriate scale include the candidate's knowledge, skills, experience and qualifications relevant to the job.
The salary range for this role will be €32,000- €50,000.
Jigsaw operates the following benefits for its employees:
Defined contribution pension scheme with 10% Employer and 5% Employee contributions
10% Discount on Laya Healthcare
Annual leave 25 days, exclusive of public holidays and 1.5 company days.
Comprehensive annual CPD schedule
Financial support for further education
Please note:
The closing date for applications is 5.00pm on Wednesday, 6th November.
Interviews are expected to take place on the 12th November in Jigsaw Dublin City Clinic.
Application is by online application form only & CVs will not be accepted.
Please complete all fields of the application form.
Incomplete application forms will not be considered.
This post will require a willingness to work evenings (approx 1 eve per week) and as required.
All Jigsaw staff members are required to obtain Garda clearance as a condition of their initial and continued employment.
Jigsaw is an Equal Opportunities Employer.
All qualified applicants will receive consideration for employment without regard to race, colour, religion, sex, disability, age, gender expression or sexual orientation, gender identity, ethnic or national origin, marital or civil partnership status or culture.
Jigsaw is committed, where possible, to providing access, equal opportunity and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities.
All documentation received by Jigsaw will be processed in accordance with the Data Protection Acts, 1988 and 2003 General Data Protection Regulation (GDPR; 2018).
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