HUGG: Administrative Coordinator (Part-Time)


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 trained 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 suicide bereavement services for everyone. Administrative Coordinator for HUGG – part-time (3 days per week) Location of Post Working remotely from own home. Hours: Post is for 3 full days per week or 5 mornings by arrangement 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 suicide bereaved’ 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)

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, creating work schedules, prioritising workload and meeting deadlines.

  • Social media and website management.

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, PowerPoint 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

  • 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.

We also know that there are great candidates who will not fit everything we have described above, or who have important skills we have not mentioned. If that is you, please do not hesitate to apply and tell us about yourself. As part of our commitment to being a Suicide Bereavement Charity, all frontline staff and volunteers have access to regular external clinical supervision. Staff will also be given opportunities to attend workshops and courses to improve their understanding of suicide bereavement. A lived experience of suicide is not a pre-requisite for this role but, the person will be speaking with suicide bereaved individuals as part of their role, to signpost to support. Salary: €17,768 for 3 days per week (FTE €29,614) Annual leave: 10 days Closing Date for Applications: Friday 23rd September 5pm Email CV and Cover letter to: Recruit@hugg.ie

General Info Date Entered/Updated 9th Sep, 2022 Region Home Based Expiry Date 23rd Sep, 2022