2024-82 Service Administrator - Galway

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 full-time, permanent position based in our Jigsaw Galway service.

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-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 minimum of  three years  office administration experience in a front of house position.  

OR 

• A minimum of three years 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 project of this nature. 

 

Administration Skills: 

• Good organisational and administration skills with careful attention to detail. 

• You will have a proficient level of computer literacy and are competent in MS office, Office 365, Microsoft Teams, Zoom and SharePoint. 

• Some experience of marketing and social media, either through education, work or volunteering. 

• 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: 

• Experience working in human services/charity sector 

• A relevant degree or other administrative qualification ( FETAC level 5 or above) 

• A knowledge and understanding of the Jigsaw model of service to young people.  

• 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. 

• Flexibility and willingness to learn new ways of working. 

• Ability to manage and prioritise own workload and work with initiative and creativity. 

• Capacity to work both on their own and as part of a team. 

• Reliability and good time keepings. 

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 - €41,600  

Jigsaw operates the following benefits for its employees :

• Defined contribution pension scheme.  

• Annual leave 25 days, exclusive of public holidays and 1.5 company days.  

• Comprehensive annual CPD schedule  

• Discounted Group Health Insurance Scheme 

• Travel pass Scheme/ Bike to Work Scheme 

• Financial support for further education  

• Flexible Working 

 

Please note

• The closing date for applications is 12 pm on Friday 29th November. First round interviews are expected to take place on the Tuesday 10th December.
• 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 occasionally 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 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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