Job Title: Jigsaw Service Administrator
The Jigsaw Service Administrator plays a vital youth-friendly role as the first point of contact for young people who call into the Jigsaw Hub. They provide information, direct them to support staff, and offer day-to-day administration support to ensure efficient project delivery.
This is a full-time, permanent position based in our Jigsaw Wicklow service.
About Jigsaw
Jigsaw is the National Centre for Youth Mental Health. We were established in 2006 and remain committed to leading a nationwide transformation in youth mental health. By joining our team, you'll help create an Ireland where every young person's mental health is valued and supported.
We intervene early to support young people's mental health, focusing exclusively on 12-25 year olds. Our 14 Jigsaw services across Ireland provide free and confidential support from trained mental health professionals.
We educate and equip communities to help young people. Our research informs workshops for adults and young people alike, emphasizing early intervention and mentoring.
We listen to young people through our Youth Advisory Panel, whose opinions guide our thinking and decision-making.
We're changing how Ireland responds to young people's mental health, ensuring timely and effective support. We work with Government, the HSE, and policymakers to establish frameworks that benefit future generations.
Primary Responsibilities
* Provide a first point of contact for young people entering the service and general reception duties.
* Offer day-to-day administration support to the Jigsaw team, assisting the Service Manager in the general operation of Jigsaw.
* Answer the phone, deal with queries, and provide information while maintaining confidentiality.
* Promote Jigsaw's vision, values, and mission.
* Organize travel arrangements, meetings, and events, keeping records and taking minutes as needed.
* Coordinate and consolidate Jigsaw-related materials, maintaining a filing system.
* Process post, maintain accurate records, and prepare reports and presentations.
* Participate as a member of the Jigsaw team in meetings and forums.
* Open and close the Jigsaw Hub.
* Maintain office equipment, coordinate purchasing, and manage office stationery.
* Assist with promotional and fundraising initiatives.
* Support administrative tasks for groups like the Youth Advisory Panel and Jigsaw Advisory Group.
* Work according to Jigsaw policies and procedures.
Financial Administration
* Support the team in initiating purchases, following purchasing procedures.
* Liaise with the Finance Team regarding purchase orders, invoice approvals, and payments.
* Ensure invoices, back-up documentation, and expense claims are submitted on time.
* Manage petty cash and cash income, adhering to petty cash and cash handling procedures.
Online Presence
* Update Jigsaw's social media channels daily.
* Increase followers to the Jigsaw website and social media platforms (Facebook, Twitter, etc.).
* Set and report on social media objectives and targets.
* Collaborate with Jigsaw staff to share relevant youth-friendly content across all platforms.
Requirements
To be successful in this role, you'll need:
* A minimum of three years' office administration experience in a front-of-house position.
* A minimum of three years' relevant post-qualification experience.
You should possess strong communication skills, both verbal and written, with experience dealing with people on the phone and empathy, particularly with young people.
Good organizational and administration skills, computer literacy, and proficiency in MS Office, Office 365, Microsoft Teams, Zoom, and SharePoint are essential.
Social media experience and a capacity to complete work accurately and efficiently are also required.
We welcome applications from individuals with experience working in human services or charities, a relevant degree or administrative qualification, and knowledge of the Jigsaw model.
A passion for improving youth mental health systems and services, flexibility, and a willingness to learn new ways of working are highly desirable.
This role offers a salary commensurate with qualifications and experience, plus benefits including a defined contribution pension scheme, annual leave, comprehensive CPD schedule, and flexible working options.