Description:
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 relevant third level degree and a minimum of two years post-qualification experience