2024-68 Senior Service Administrator - Dublin City

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. 

The Senior Service Administrator role is a full time permanent position based in our Jigsaw Dublin City clinic

Requirements

PRIMARY RESPONSIBILITIES: 

General Duties of SSA 

• 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 

Front of House and Administration  

• Supporting the Service Manager with efficient service operation, including the system of scheduling appointments for young people.   

• Promoting and maintaining a customer focused environment including monitoring efficiency of service provided by the team and notifying local management of any challenges.  

• Regularly reviewing and drawing learning from feedback from young people and parents/carers who have engaged with the service and using this to support service planning.   

• Maximise the use of systems in ensuring work is efficient and completed to a high standard. 

Finance, IT & Facilities  

• Act as point of contact for external suppliers and contractors. 

• Maintaining a record of facilities & IT requirements for multiple buildings and liaising with the relevant departments to ensure completion. 

• Coordination of H&S training of the team and carrying out H&S duties as guided by local management in line with regulations across multiple buildings and maintaining adequate records. 

• Supporting the team to carry out tasks in line with purchasing and cash handling procedures. 

• Management of Service Debit Card in line with procedures.  

Leadership  

• Supporting the local management team in leading and delivering a high-quality service.  

• Ensuring an even distribution of workload amongst the administration team, overseeing and guiding the service administrator work plan. 

• Supporting the line management, performance and professional development of the service administration team.  

• Participating as part of the multidisciplinary senior team to support local management in promoting positive team culture and delivering an efficient service.  

• Actively participate in innovation and support change and improvement initiatives within the service administrative function and implement agreed changes with the support of local management. 

• Monitor data both formal and informal to support with informing service improvements.   

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 SharePoint. 

• 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.
• 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.
• 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. To discuss the requirements of the role, the location of the role or any reasonable accommodation you might require, please contact a member of the HR team via [email protected]
• 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.

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