Children, Adolescent & Young Adult (CAYA) Supports Administrator

Title : Children, Adolescent & Young Adult (CAYA) Supports Administrator Reports to : Director of Clinical Affairs Contract type : 1-year fixed term Hours :  Part time - 16 hrs per week – (2 half days remote & 1 full day in Dublin 4 office) Set days :  1 Full day in Dublin 4 office – Set every Wednesday. 2 half days Tuesday & Thursday – Remote Location :  The Society operates a hybrid working model with a combination of remote and in-person (Dublin 4 office) working. Salary : €32,000 per annum (FTE) Full time equivalent. Pro Rata salary for part time hours   Who we are : Every three minutes, someone in Ireland hears the words ‘You’ve got cancer’. At the Irish Cancer Society, we understand the physical, emotional and financial impact a cancer diagnosis brings. And we are determined to do everything we can to help. As Ireland’s leading cancer charity, we work across every area of cancer – from prevention and early detection, through to end-of-life care. We make a positive impact for people affected by cancer every day : investing in life-saving and life-changing research; providing practical, financial and emotional supports; and driving improvements in public cancer services.   Overall Responsibility Your role will be to support the delivery of Children Adolescents and Young Adult (CAYA services, for children, Adolescents and Young Adults diagnosed with cancer. You will be responsible for insuring smooth running of the day-to-day operations of the CAYA support and services. You will work with the CAYA Cancer Nurse Coordinator and other team members to identify the best support solutions for each family who needs us.   Engaging with parents and Young Adults who are referred to the services, or who connect directly through the Society’s various channels. Working with the wider cross-organisational CAYA team in the Society, you will have access to information about further supports and services available to families. As part of the CAYA team you will signpost and refer families to a number of services available to Children, Adolescents and Young Adults As part of the CAYA team you will utilise appropriate referral processes and ensure metrics and data of patient’s parents and siblings are captured appropriately.   Main Duties & Responsibilities Administration and communications Conduct administrative tasks such as scheduling meetings or events, grant processing, creating and managing applications and partnership agreements, updating documents or processing invoices and expenses, to support the delivery of CAYA services, financial assistance and CAYA team. Maintain and keep up to date records of CAYA and their families who contact the Society, and services and supports delivered. Managing data processes for CAYA patients and families that are in contract with he Society Draft and issue clear communications to CAYA and their families by letter and email. Ensure any issues that arise are dealt with and / or are escalated as necessary. Reception cover as required Maintain a record of CAYA stock and Merchandise via Dynamics. Order Merchandise packs for patients & families attending Camps, Events and Awareness days. File quotes, invoices and payments of stock. Order CAYA booklets, leaflets and distribute to hospitals or clinical areas requiring them. Measure impact on the CAYA KPI’s i.e VDS, Childrens fund, Family Camps, Creative Arts Therapies via Society Metrics Excel Spreadsheet. Support on events (webinars) - liaising with speakers, collating the presentations utilising zoom / MS Teams and Eventbrite Provide Secretariat support to meetings with external organisations. Manage feedback requests to CAYA families Support the CAYA Volunteer Photographer Manage briefs and work with the graphic design and communications teams on CAYA projects and products CAYA services operations Process service user referrals from partner hospitals, including creating service user records. Provide information to patients and families about the services, answer questions and ensure their understanding.  Process referrals from patients and families in a prompt manner, and keep patients and families informed and updated at all times. Manage CAYA services and support processes with in the society Create and update Service User records. Support Listen supportively to parents and families who contact the Society and help to identify additional supports and services that they may need. Refer families requiring additional support to the CAYA Nurse Coordinator. Directly assist families with a child diagnosed with cancer to access transport, practical and financial supports, including taking a proactive approach to sourcing possible supports, and providing direct assistance in completing applications or referrals. Maintain a directory of relevant supports and services for families both within the Irish Cancer Society and externally. Engage effectively with colleagues across the Society to find solutions to meet family needs. Organise and facilitate CAYA events online and in person. Be involved and present at CAYA events as additional support to families. Person Specification : Empathetic and compassionate : you will put the needs of the child and family first and demonstrate care and compassion toward all people who use our services. You will be a clear and effective communicator, over the phone and in writing, and able to demonstrate your empathy and compassion through your communications. Be comfortable meeting CAYA patients and their families in hospital, at events and camps. A practical problem-solver : you will be highly practical and able to come up with solutions to problems to help children and their families. An adaptable team player : you will work flexibly and collaboratively within your direct team, and with colleagues across the organisation, building strong relationships.  Organised and efficient : you will be highly organised and efficient in your work, with a strong attention to detail, and working effectively to deadlines. Technology savvy : you will have a high level of proficiency in MS Office suite, and experiences of working with CRM systems and databases, as well as using technology to support internal processes. Qualifications and Experience : Experience working in an administrative role, with direct patient or client contact. The Society measures experience based on the quality of the experience obtained, rather than in time passed and welcomes applicants at all stages of their career. Professional or voluntary experience working with families, children or young people an advantage but not essential. General All employees are required to be aware of their responsibilities towards health and safety and to adhere to fire regulations. The Irish Cancer Society operates a no-smoking policy and the post holder must not smoke in the office or when on Society business outside the office. Maintain confidentiality at all times, and compliance with the Data Protection Act is an essential requirement. This job description is not exhaustive.  It merely acts as a guide and may be amended to meet the changing requirements of the Society at any time after discussion with the post holder. The closing date for applications is Monday 21st July Please note all CVs are logged through a third-party system for processing The Irish Cancer Society is an equal opportunity employer. We celebrate diversity and are committed to building an inclusive environment for all employees. We know that the more inclusive we are, the better our work will be. WE DO NOT REQUIRE THE ASSISTANCE OF AGENCIES Some of our benefits : 23 days Annual Leave a year or Pro Rata equivalent, plus public holidays, Good Friday and Christmas Eve (if it falls on a working day) Service Days - Additional days awarded to reflect long service with the Society. Sick Pay Scheme (following Probationary period) Flexitime Defined Contribution Pension Scheme (after 6 months) Group membership for VHI and HSF (health plans) Bus / Rail Ticket Scheme and Cycle to Work Scheme Death In Service Benefit (from commencement of employment) Paid Family Leave (Maternity, Paternity, Adoptive, Force Majeure and compassionate Leave) Learning and Development Programmes Educational Assistance (Study and Examination Leave) Employee Assistance Programme (EAP) Optional Flu vaccine provided