Service Administrator - Swords
Jigsaw - the National Centre for Youth Mental Health, Ireland
Job Description
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 Jigsaw team.
Please note: This is a permanent, part-time (3 days per week) position based in our Swords service.
Please note that you may be required to work from our Balbriggan Service, to meet service needs.
This is a front facing role with daily interactions with Young People and members of the public. Access to home working is occasional and is offered based on responsibilities of the role and the needs of the Service and Young People.
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, and we are continuing to grow year on year. 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:
General Duties
- Providing a first point of contact for young people entering the service and general reception duties.
- Providing day to day administration support to the Jigsaw team and assist the Service Manager in the general operation of Jigsaw.
- Answering the phone and dealing with queries from the public.
- Provision of information to young people when requested and ensuring confidentiality at all times.
- Promoting the vision, values and mission 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.
- Opening, recording and processing post in line with Jigsaw policy
- Keeping 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 maintaining?office equipment and coordinating purchasing and delivery of office?stationery.
- Assisting with promotional and fundraising initiatives.
- Supporting with administration for groups/fora such as the Youth Advisory Panel and Jigsaw Advisory Group.
- Working in accordance with the policies and procedures of Jigsaw.
- Carrying out such other duties as may reasonably be requested by 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-