Service Administrator

POSITION SUMMARY:

The Jigsaw Service Administrator is an important youth-friendly role which will be a first point of contact for young people who call into the Jigsaw Hub and will be able to give information or direct them to support staff in the Hub. The Service Administrator will also have responsibility for the day to day administration support for Jigsaw to ensure efficient project delivery. The Service Administrator will work closely with the Service Manager to provide the necessary administration support to ensure the successful day to day running of Jigsaw and will work as a member of the Cork Jigsaw team.

Please note: This is a full-time, permanent role based in the Jigsaw Cork service.

PRIMARY RESPONSIBILITIES:

General Duties

• Provide 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 when requested and ensuring confidentiality at all times.
• Promote the vision, values and mission of Jigsaw.
• Provide day to day administration support to the Jigsaw team and assist the Service Manager in the general operation of Jigsaw.
• Organising travel arrangements, including transport and accommodation bookings and processing expense claims in line with policies.
• Organising meetings and events relating to training, health promotion and networking and keeping records/taking minutes as appropriate.
• Coordinating and consolidating Jigsaw related material and ensuring appropriate filing system (both paper and electronic) for the Jigsaw project.
• Keep accurate records in relation to all aspects of work and prepare reports and presentations as required.
• Participating as a member of the Jigsaw team in meetings and other forums.
• Opening and closing of the Jigsaw Hub.
• Regularly and thoroughly maintain office equipment and coordinate purchasing and delivery of office stationery.
• Assist with promotional and fundraising initiatives.
• Supporting with administration for sub-groups including Jigsaw Advisory Group, Clinical Governance Group and Youth Advisory Panel.
• To work in accordance with the policies and procedures of Jigsaw.
• Carry out such other duties as may reasonably be requested by Jigsaw to assist the development of Jigsaw.

Financial administration

• Supporting the team to instigate purchases in line with purchasing procedures.
• Liaising with the Finance Team in Jigsaw regarding purchase orders and invoice approvals and payments.
• Ensuring invoices, back-up documentation and expense claims are submitted on time.
• Managing petty cash and any cash income, in line with petty cash and cash handling procedures.

Developing Jigsaw’s online presence with a particular focus on;

• Updating Jigsaw’s social media channels, ideally on a daily basis.
• Increasing the numbers of followers to the Jigsaw website and social media platforms (Facebook, Twitter, etc.)
• Setting, working towards, and reporting on social media objectives and targets.
• Working alongside Jigsaw staff members in particular the Service Manager, Youth and Community Engagement Workers, YAP and Jigsaw Clinicians to ensure relevant youth friendly content is being shared across all Jigsaw platforms.

Requirements

KNOWLEDGE, SKILLS AND EXPERIENCE REQUIRED

Essential Criteria:

• A recognised office administration training course to a minimum standard of FETAC level 5 and a minimum of two years post qualification office experience OR
• A relevant third level degree and a minimum of one year’s relevant post qualification experience.

Communication Skills:

• Strong communication skills (both verbal and written).
• Experience of dealing with people on the telephone and an ability to empathise particularly with young people.
• Ability to participate actively as part of a team in producing good quality work and to seek help from and provide help to others.
• Being confident in sharing clear, accurate information in a helpful manner.
• Good interpersonal skills.
• Awareness of the absolute importance of confidentiality in a service of this nature.

Administration Skills:

• Good organisational and administration skills with careful attention to detail.
• Excellent IT skills including Microsoft Word, Excel, PowerPoint and Outlook.
• Has some experience of marketing and social media, either through education, work or volunteering.
• Is familiar with using social media and other online tools to generate interest in a business or project.
• Capacity to complete work in a timely and accurate manner.
• Ability to pay attention to detail and to take responsibility for ensuring that work is completed to a high standard.

Desirable Criteria:

• Previous experience working as Front of House in a busy health care setting or support service.
• A knowledge and understanding of the Jigsaw model.
• A passion for improving youth mental health systems and services and a strong desire to change how communities, service providers and young people work together to promote positive youth mental health.
• Be flexible and willing to learn new ways of working.
• The ability to manage and prioritise own workload and work with flexibility, initiative and creativity.
• Have the capacity to work both on their own and as part of a team.
• Be reliable, adaptable and have good time keeping skills.
• Full, clean driving licence.

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 €27,000 - €40,000

Jigsaw operates the following benefits for its employee’s

• Defined contribution pension scheme.
• 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 Friday, the 12th of January.

• 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.
• 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 to him/her from time to time and to contribute to the development of the post while in office.
• As Jigsaw is a regional organisation, this role requires access to a car and the post will require travel for work and a willingness to work occasional evenings and weekends, 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 documentation received by Jigsaw will be processed in accordance with the Data Protection Acts, 1988 and 2003 General Data Protection Regulation (GDPR; 2018). The information will only be used by Jigsaw in the processing of job applications and for ongoing administrative purposes with job candidates.