HUGG:Administrative Co-ordinator


Vacancy: Administrative Co-ordinator for HUGG Background: HUGG is national suicide bereavement charity. We provide support groups, we help to raise public awareness about suicide bereavement, we are a voice for those bereaved by suicide and we advocate for change in how state institutions engage and support those bereaved by suicide. We are unique, as all of our services are delivered by volunteers who themselves have been bereaved by suicide. This gives everyone who connects with us the reassurance that we understand their pain and loss. We liaise with professionals and organisations in the bereavement sector to advance best practice and engage with suicide research, to better inform public policy and improve bereavement services. Administrative Coordinator for HUGG – part-time (3 days per week) Closing Date 28th February 2022 Proposed Interview Date (s) Week commencing 11th March 2022 Location of Post Working from own home. Post may relocate to South Dublin/City location within 2 years. Hours: Post is for 3 days per week (9am to 5.30pm) Reporting Relationship: The post holder will report directly to the CEO or delegated person. Principal Duties and Responsibilities

  • To provide confidential administrative support to the CEO and Volunteers of HUGG.

  • To develop and maintain efficient and effective administrative systems and procedures within the organisation.

  • Be responsible for the organisation and management of specific projects and events as delegated by the CEO.

  • To prepare presentations, spreadsheets and reports (using Canva, PowerPoint, Excel, Word, Salesforce).

  • To address volunteer and clients’ queries (online, by phone or in-person) and provide relevant information on HUGG’s services.

  • To maintain rapport with the public, volunteers, the HUGG board and stakeholders, setting priorities and problem solving for workflow issues.

  • To support the CEO in budget administration, record budget expenditure relating to the office and manage Volunteer’s expenses.

  • To update HUGG’s website and social media presence on Twitter, Instagram & Facebook.

  • To liaise effectively with a wide range of colleagues, service users and other stakeholders, representing our organisation in every interaction in a professional manner.

Essential Qualifications

  • Leaving Certificate

  • 3 years administrative experience (min)

  • European Computer Driving Licence

Skills, Knowledge & Experience

  • Executive administrative skills.

  • Proven experience in handling confidential and sensitive information

  • Experience of managing and reporting on budgets efficiently and effectively.

  • Experience of organising time effectively, create work schedules, prioritise workload and meet deadlines.

Problem-solving and creative skills

  • Proven ability to identify creative and innovative approaches to problem solving.

Communication skills

  • Ability to communicate with a wide range of people effectively, adapting style to suit the audience, and demonstrating empathy where appropriate.

  • Experience of presenting information in a confident and articulate manner to a range of audiences.

  • Experience of using MS Office applications including Word, Excel, Power point and Outlook.

  • Digitally savvy – ability to manage HUGG’s website updates and social media presence

Desirable

  • An interest in suicide prevention and/or bereavement support

  • Some knowledge and experience of working in or with the voluntary sector is desirable

  • GDPR Training

  • Social media management or marketing experience would be an advantage for this role

  • Experience of event management

  • Experience using Salesforce

Personal Attributes

  • Positive, flexible and ‘can-do’ attitude.

  • Ability to work on your own and use own initiative, prioritise and multi-task.

  • Ability to work under pressure and adapt to changing priorities and demanding deadlines.

  • Strong interpersonal skills.

  • Be flexible on working hours

Other requirements specific to the post

  • Appropriate references.

  • Broadband and ability to work from own home

  • Full driving licence and own transport required.

Salary: €17,768 for 3 days per week (FTE €29,614) Annual leave: 26 days (pro rata) Short Listing: Applicants will be short listed for interview based on the information supplied on their CV and letter of application at the closing date. Please email CV and cover letter to recruit@hugg.ie or post to HUGG, 4 Kilvere Park, Cypress Downs, Templeogue, Dublin D6WHN53 Criteria for short listing are based on the requirements of the post as outlined in the post specific requirements, duties, skills, competencies and/or knowledge section of this job specification. General Info Date Entered/Updated 11th Feb, 2022 Region Home Based/ South Dublin / City Expiry Date 28th Feb, 2022 Please contact your Job Coach if you need assistance applying