Dublin Simon Community: Volunteer Counselling Service Administrator

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Role Title: Full Time Volunteer Counselling service administrator

Role Purpose: To provide administrative support to the counselling team.

Reports to: Counselling coordinator & team

Location: Dublin City

Core Role Requirements

  • Assist with service promotion and development, building relationships with internal and external services.
  • Log all incoming referrals and all incoming documentation pertaining to a client in line with Data Protection requirements
  • Prepare case documentation for each client (referral information and case note template for counsellor etc.)
  • Regularly dispose of client documentation and update the relevant logs in line with Data Retention requirements
  • Carry out all relevant admin regarding counsellor applications/interviews, including placement of ads, scheduling and inviting for interviews, room bookings, creation of personnel files
  • Keep updated & maintain volunteer counsellors personnel files with references, GV, insurance and supervisor information etc.
  • Prepare counselling team expenses/petty cash for sign off by service manager.
  • Submit and follow up on maintenance requests for the various standalone counselling centres
  • Ensure standalone counselling centres are adequately stocked with stationary, restroom and cleaning equipment etc.
  • Answer counselling landlines in case of absence of Counselling Coordinator.
  • Assist in the event management of events planned by the counselling service (e.g. trainings, launches, conferences)
  • Prepare counselling team expenses/petty cash receipts for signing by Service Manager
  • Research all counselling related events and conferences and manage the bookings for the participants from the counselling team.
  • Record minutes of meetings as directed by team
  • Support counselling team in the collection and preparation of statistics
  • Participate with Dublin Simon communities events where necessary & as directed by the counselling coordinator.
  • To assist in & undertake research projects as directed by counselling coordinator.
  • To comply with Dublin Simon community Garda clearance and reference checks.
  • To operate within all the policies and procedures and guidelines as stipulated by Dublin Simon Community, data protection, confidentiality.
  • To report any area of concern, e.g. health & safety to your counselling coordinator in a timely manner.
  • To undertake the role in a manner that is friendly, flexible while maintaining professional boundaries, and working as a team member.
  • Ensure all records and systems are kept up to date in a clear and concise manner in line with organisational policies and procedures.
  • To assist the coordinator in the research, development & delivery of training programmes.

Requirements of all Dublin Simon Volunteers

  • Commitment to the purpose of Dublin Simon Community and to volunteer within the values, policies and procedures of the organisation and in the context of current legislation and regulations.
  • To actively participate in team and staff meetings and service reviews/ evaluations and to contribute to the development of policy and practice within your area of work and Dublin Simon as a whole.
  • Have a flexible approach to your placement in response to organisational change, development and review of best practice.
  • Identify training needs with your line manager and participate in training opportunities appropriate to the role.
  • To be vigilant of any Health, Safety and Welfare risks in the workplace and bring any concerns to the attention of your line manager or Health & Safety Representative.
  • To participate in the efficient flow of information within the organisation by sharing and seeking information as appropriate.
  • To undertake other duties as may be requested by the line manager from time to time.

Note: This Role Description will be reviewed and updated in line with the needs of the placement.

To apply please email ftv@dubsimon.ie

Closing date of the application is 5th May 2019


Dublin City Centre

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