Senior Service Administrator - Dublin City

<p><strong>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.  </strong></p><p> </p><p>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. </p><p></p><p><strong>Please Note: </strong>This is a full time fixed term position based in our Jigsaw Dublin City service.</p><p> </p><p><strong>WHO WE ARE: </strong></p><p>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. </p><p>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.  </p><p>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. </p><p>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. </p><p>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. </p><p>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. </p><p></p><p><strong>PRIMARY RESPONSIBILITIES: </strong></p><p></p><p><strong>General Duties of SSA </strong></p><ul><li>Providing a first point of contact for young people entering the service and general reception duties.  </li></ul><ul><li>Answering the phone and dealing with queries from the public. </li></ul><ul><li>Provision of information to young people and their families when requested, ensuring confidentiality. </li></ul><ul><li>Promoting the vision, values and mission of Jigsaw. </li></ul><ul><li>Opening, recording and processing post in line with Jigsaw policy. </li></ul><ul><li>Keeping accurate records and systems in relation to all aspects of work.   </li></ul><ul><li>Participating as a member of the Jigsaw team in meetings and other forums.  </li></ul><ul><li>Opening and closing of the Jigsaw Hub. </li></ul><ul><li>Providing daily administration oversight &amp; support to the Jigsaw team and assisting the Service Manager with general operation. </li></ul><ul><li>Overseeing the service administrator's teamwork plan and reporting on progress.  </li></ul><ul><li>Coordinating purchasing and delivery of office supplies and stationery. </li></ul><ul><li>Working in accordance with the policies and procedures of Jigsaw. </li></ul><ul><li>Carrying out such other duties as may reasonably be requested by Jigsaw </li></ul><p><strong>Front of House and Administration  </strong></p><ul><li>Supporting the Service Manager with efficient service operation, including the system of scheduling appointments for young people.   </li></ul><ul><li>Promoting and maintaining a customer focused environment including monitoring efficiency of service provided by the team and notifying local management of any challenges.  </li></ul><ul><li>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.   </li></ul><ul><li>Maximise the use of systems in ensuring work is efficient and completed to a high standard. </li></ul><p><strong>Finance, IT &amp; Facilities  </strong></p><ul><li>Act as point of contact for external suppliers and contractors. </li></ul><ul><li>Maintaining a record of facilities &amp; IT requirements for multiple buildings and liaising with the relevant departments to ensure completion. </li></ul><ul><li>Coordination of H&amp;S training of the team and carrying out H&amp;S duties as guided by local management in line with regulations across multiple buildings and maintaining adequate records. </li></ul><ul><li>Supporting the team to carry out tasks in line with purchasing and cash handling procedures. </li></ul><ul><li>Management of Service Debit Card in line with procedures.  </li></ul><p><strong>Leadership  </strong></p><ul><li>Su