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JOB OPPORTUNITY: Part-time Administrator

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Job Description: Part-Time Administrator

Helplink, a mental health charity based in Galway City that provides Counselling, Information Provision and Education services, seeks an experienced Administrator to join our innovative and expanding service. We are focused on the needs of the people who use our services, and we are always looking for innovative ways to improve service delivery.

We are looking for an individual with excellent communication skills who will enjoy supporting Helplink’s diverse client base to access our mental health services.

Job Overview

  • An Administrator role in a fast-paced and expanding mental health charity.
  • 20 hours Part-Time over 4 weekdays
  • Location of work – Helplink Head Office, Galway City Centre
  • Role to start in March 2025
  • Salary: €15.00 per hour

Duties

  • Managing a shared phone and email inbox and responding to client and counsellor/therapist queries quickly.
  • Appointment booking and managing of multiple appointment calendars for all our counsellors and therapists.
  • Liaising with staff to ensure the smooth running of the organisation.
  • Making minor alterations to the organisation’s website and social media updates.
  • HR administration, e.g. Filing documents, Managing Garda Vetting, Onboarding administration for Contractors, ensuring contractor HR documents are valid and up to date.
  • Working with the team to develop policies and procedures.
  • Ensuring the highest standards of confidentiality is adhered to with regards to client data.
  • Ensuring that the organisations confidentially procedures are kept in line with GDPR.
  • Demonstrate a commitment to ongoing CPD Training, particularly in the area of Gambling Addiction.
  • Any other ad hoc administrative/financial administrative duties as they may arise.

Note: while the above job description indicates the main functions and responsibilities of the post, the Administrator may be allocated other duties from time to time as determined by the Executive Director.

Requirements

Essential

  • Minimum 1 year proven experience in a fast-paced office environment
  • Strong organisational skills
  • Standards driven and Detail-oriented
  • Forward thinker skilled at prioritising multiple tasks in order of urgency
  • Ability to manage challenging phone calls with sensitivity
  • Ability to use initiative to solve problems
  • Ability to work well in a team environment
  • Client-focused with a positive “can-do” attitude
  • Ability to adapt and learn new skills quickly
  • Proficiency with Office 365 (SharePoint, Excel, Word, etc)
  • Proficiency using G Suite (specifically Gmail, Calendar, Drive)
  • Excellent communication skills – in both verbal and written English
  • Excellent interpersonal skills

Desirable but not Essential

  • Experience/Training using WordPress
  • Experience/Training in Social Media Marketing
  • Experience/Knowledge of working in the Mental
  • Health/Charity/Voluntary/Community/Healthcare sectors
  • Training in Handling Difficult Calls/ASIST/SafeTalk and/or Childrens First

Benefits

If interested please forward your CV and cover letter to Kenny@helplink.ie. These will be reviewed and if shortlisted, you will be contacted to arrange an interview. Closing date for applications is COB Monday, 24th February 2025.