Vacancies

Secretary / Administrative Assistant

Salary: £19,917 per annum
Hours: 37.5 hours per week, Temporary 3 months (potential to extend further or become permanent)
End date: 29 April 2019

As a member of the Administration and Facilities Management team, this role is essential to provide administration support to the wider team whilst creating a welcoming environment to the many varied visitors of the Hospice.

Possessing attention to detail qualities, you will have excellent interpersonal skills and a proactive approach to co-ordinating administrative activities. Additionally as part of this varied role you will be a competent minute taker.

At an exciting time to join the Hospice, this role will support our facilities transition towards opening our new 18 bed Hospice in Bosham.

In return you will receive a comprehensive benefits package which includes generous holiday entitlement, a contributory pension scheme, plus many additional benefits as part of a supportive working environment.

Please send your completed Hospice application form and an up to date CV to:

HR Admin, St Wilfrid’s Hospice, Grosvenor Road, Chichester, West Sussex PO19 8FP

01243 755183 HRAdmin@stwh.co.uk

JOB DESCRIPTION

Reports to: Facilities Manager

JOB PURPOSE

  • To provide administration services, including reception cover, to the Hospice visitors
  • Support the Facilities Manager to meet the overall Administration needs, particularly to support services e.g. Finance
  • To take internal meeting minutes

JOB SCOPE

  • Welcome all visitors including relatives and fundraising donors
  • To direct reception telephone calls to appropriate professional or service, including clinical and retail teams
  • Works closely with the Executive Assistant, Receptionist and other administrators
  • Safe key-holder ensuring secure keeping of cash, documents and patients’ valuables

KEY ACCOUNTABILITIES & RESPONSIBILITIES

  • Co-ordinates the administration office functions to ensure adequate handover/cover during absences is maintained
  • Takes minutes using shorthand and administers meetings as required
  • Provides secretarial and administration support to the Facilities Manager
  • Will support with the security of the building by controlling visitor access
  • Ensures the high quality standards of confidentiality, accuracy and time bound delivery are consistently applied.
  • Manages all incoming correspondence to comply with post opening procedure, including establishing internal rota
  • Co-ordinates the handling of daily donations including cash and gifts
  • Covers reception and switchboard as necessary
  • Takes responsibility for safe practice and awareness of health and safety and infection control thus ensuring that the Hospice’s exposure to risk is minimised
  • Participates in the rigorous application of performance management

The SWH Core Accountabilities:

  • Promotes the St Wilfrid’s culture of excellence in patient and people care
  • Contributes to reporting of progress towards meeting relevant strategic and operational goals
  • Contributes towards ensuring that the Hospice’s exposure to risk is minimised through safe practice and awareness of health and safety
  • Challenges the department/service to make continuous improvement
  • Communicates clearly and regularly with their Line Manager and colleagues
  • Motivates volunteers to ensure high standards of performance and delivery
  • Provides development training and support for self and others including mandatory updates
  • Volunteers are a vital resource to St. Wilfrid’s Hospice and it is the responsibility of all staff to treat them with respect and value their contribution
  • Works within agreed Hospice policies, procedures and guidelines

KNOWLEDGE & SPECIFIC JOB SKILLS

  • Minimum three years’ experience in a secretarial/ administration or customer-facing environment
  • Educated to A level standard
  • Excellent IT Skills including MS Office, with an attention to detail.
  • Shorthand ability is desirable
  • Excellent interpersonal skills; Communication, organisation and telephone manner
  • Ability to work independently and as part of a supportive team

CORE COMPETENCIES (Level 1)

  • People Care
  • Motivation & Initiative
  • Change & Adaptability
  • Planning & Organisation
  • Analysis & Decision Making Ability
  • Coaching & Teamwork
  • Leadership

 

To apply; send your completed Hospice application form and CV to St Wilfrid's Hospice, Grosvenor Road, Chichester, West Sussex PO19 8FP or email to HRadmin@stwh.co.uk