Administration Officer

Location

HSE Dublin and South East (Carlow Kilkenny South Tipperary Waterford and Wexford)

Purpose of Post

HSE Dublin and South East (Carlow Kilkenny South Tipperary Waterford and Wexford) Adult Mental Health Services,is a service that serves both an urban and rural communities. The continued development of recovery orientated services is a key priority of mental health services. The development of the framework for recovery in Mental Health sets out an understanding of recovery and recovery orientated services, the core values that underpin it and the actions and measures that support such a service. This is also in line with Mental Health Ireland’s strategy 2025-2027 – Empowering, Educating and Connection Communities (Priority Area 1, Objective 1.)

HSE mental health services, under the Mental Health and Engagement and Recovery Office, are working towards developing a strong recovery oriented practice approach to service delivery.

The Recovery College South East and Involvement Centres are part of these initiatives, and were developed to support a whole service approach to recovery orientated services and to actively support the development of peer led centres. The Recovery College South East is based in Kilkenny, and has responsibility for delivering recovery education and training in Kilkenny, Carlow Waterford, Wexford and South Tipperary. All workshops and training are developed and delivered by those with lived experience of mental health challenges, and/or are supporting a family member/friend who has lived experience alongside those who work in mental health services.

Involvement Centres are peer led drop in centres located in Carlow, Kilkenny and Clonmel, open to people aged 18yrs and over. The centres offer a warm welcoming space in which mental health and addiction challenges are understood to be a part of life and are accepted in a non-judgemental way. It is a place where people who have experienced mental health and/or addiction challenges, and their carers and supporters can meet on a regular basis for a chat over a cup of tea. HSE mental health services provide the financial and legal governance for both projects.

Working as part of a team, the Administration Office supportsthe day-to-day operations, communications and administration of the Recovery College South East and the Involvement centres.

We are recruiting another administrator officer, who will report to the Recovery Coordinator, or in the absence of the Coordinator, the Peer educator. The Administration Officer will work directly with the team to support operations and progress the strategic aims of the organisations

Eligibility criteria and qualifications

The successful candidate will have at least two years’ experience in administration or office management. A recognised qualification in office administration or a related discipline would be an advantage.

Essential:

·        Proven organisational, report writing and record keeping skills;

·        Excellent communication and interpersonal skills, both verbal and written.

·        Fluency in English (verbal and written);

·        Good IT skills with an ability to access information quickly;

·        Proficiency in Microsoft Word, Excel, and Outlook;

·        The ability to manage and to build positive working relationships;

·        Commitment to the values, ethos, and practices of the organisation - including equality, anti-discrimination, collective action, participation, social justice;

·        A high level of motivation and interest in life-long learning;

·        A capacity to work alone on own initiative and also within a team working environment;

·        An empathetic and non-judgemental approach.

Desirable:

·        Expertise resulting from lived experience of mental health difficulties;

·        Experience and/or knowledge of community work and community development practices;

·        Proficiency in Microsoft Office.

·        Proficiency in working with on line platforms .i.e. Teams , Zoom

·        The ability to liaise with a range of stakeholders and community, voluntary and statutory organisations and the media as required.

Principal Duties and Responsibilities

1. Provide administration support for day-to-day operations of the project

This will include:

·        Maintenance of the contacts database (MS Access) and management of corresponding contact lists (Excel & MS Outlook & Mobile Phone);

·        Providing administrative support for Recovery education and Involvement Centres in training and development activities (Word & Excel); includes maintaining records of participant enrolment in Workshops

·        Updating and maintaining accurate records , report writing and information management in line with GDPR which includes data collection, data entry, and management of project records and filing;

·        Operation and maintenance of financial systems such as , procurement, petty cash accounts, donations, contractor and third-party invoices, managing financial reconciliation;

·        Maintaining office supplies and purchasing as required;

·        Providing administrative support for event management; Workshop creation, advertising and delivery.

·        Assisting with fulfilling requirements of the Governance Code, regulatory requirements of the Health Service Executive, Mental Health Services.

• Assisting with the maintenance of the human resources recordkeeping and organising the administration of recruitment;
• Supporting the organisation at meetings and taking minutes where required.

2. Support the development of Mental Health Engagement and Recovery Services

The Administrative Officer will:

• Work with and provide support to the Mental Health Engagement and Recovery team in the organisation and delivery of its activities (online and in person) and broader operations which may include participation in meetings (internally and externally), team development sessions, workshops, and IT liaison.

3. Provide communications support and information provision

This will include:

·        Compiling monthly schedules for the project;

·        Answering enquiries – by phone and email – and being the first port-of-call for contacts;

·        Organising and responding to requests for information, monitoring email accounts;

·        Maintenance of the Recovery College South East and Involvement Centres social media pages

·        Maintenance and printing of relevant literature and information and dissemination of same as required by post, email, blog and onsite;

·        Liaising with members, staff and community, voluntary and statutory sector organisations as well as members of the public;

·        Provision of support for people who drop in and for those who phone in looking for information.

4. Organisation

This will include:

• Working within the framework of the overall ethos, objectives, policies and practices of the service.
• Contributing to the promotion of equality of opportunity, anti-discriminatory practice, diversity, individual rights and choice in all aspects of work;

• Engaging in supervision and mentoring sessions as agreed with the Co-ordinator;
• Participating in relevant in-house training sessions and specific training courses as agreed with the Co-ordinator;
• Being vigilant to any Health, Safety and Welfare risks in the workplace and bringing any concerns to the attention of the Co-ordinator;
• Undertaking such other duties as might be reasonably assigned from time to time in consultation with the Co-ordinator;

The Administration Officer will be based in the Recovery College South East in Kilkenny and the employment of this post is hosted by Mental Health Ireland on behalf of the HSE Dublin and South East, Regional health Authority, Mental Health Services.

The position is part-time, with flexible working hours. Working hours will be 15 hours per week.

The above Job Description is not intended to be a comprehensive list of all duties involved and consequently, the post holder may be required to perform other duties as appropriate to the post which may be assigned from time to time and to contribute to the development of the post while in office.

Competition specific selection process

Short listing will be carried out on the basis of information supplied in your curriculum vitae and letter of application at the closing date.

The criteria for short listing is based on the requirements of the post as outlined in the eligibility criteria and skills, competencies and knowledge section of this job specification.

Benefits

·         Employee Assistance Programme.

·         Bike to Work Scheme.

·         Good Friday is a Privilege Day (Day off)

·         Defined Contribution Pension Scheme.

·         Incremental Pay Scale in place.

·         Company Sick Benefit.

Working Week

15 hours per week.

Contract Length

24 Months Specified Purpose Contract.

Remuneration

The salary for this post is analogous with the 2025 WRC agreed Section 39 HSE-funded salary scale, in line with HSE Grade Clerical Officer III, Point 3 is €30,279 per annum, this is working Full Time.

The Salary for the post is part time, working 15 hours per week, will be €12,275 per annum.

This role is funded by HSE Dublin & South East (working into the area of Recovery College South East and Involvement Centres)

Annual leave

24 days prorated

Probation

6-month probationary period