ADMINISTRATOR

JOB TITLE: ADMINISTRATOR

HOURS: 35 HOURS

SALARY: £19,110 PER ANNUM (£10.50 PER HOUR)

ACCOUNTABLE TO: GENERAL MANAGER

1.         MAIN ROLE AND PURPOSE OF POST

The Administrator post exists to work effectively with the Management Team and supervise all non clinical activities in the day hospice within the policies and procedures set down by the Charity and in compliance with statutory regulation.

2.         PERSON SPECIFICATION

The post holder will be focused, highly motivated and enthusiastic.  They will be experienced in administration and possess excellent IT skills.

The Administrator will be well organised with an ability to plan activities effectively.  They will be an excellent communicator and possess skills in people management and leadership.

The post holder will have skills in sales and marketing and working with the general public. 

3.         WORKING ARRANGEMENTS

The Administrator will be required to work 35 hours per week which can operate on a flexible basis provided that core hours are worked around the activities in the day hospice.  These hours may include some weekend or evening work. 

The post holder will be placed on a list of staff who will respond to the ADT Security System which operates out of normal working hours.

The post will be based at Hafan Menai Day Hospice in Bangor.

4.         KEY RESPONSIBILITIES

The Administrator will:

• Work closely with the General Manager regarding all aspects of his/her role and responsibilities.  Meeting regularly and providing all reports as directed.
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  Manage the day to day non clinical activities of Day Care within agreed budgets, policies, procedures and statutory regulations.  Meet with and liaise with patients, patient families and carers in a confidential and caring manner passing on any relevant information to the Day Care Leader as required.

   

  Work effectively with the Palliative Care Team of Betsi Cadwaladr University Health Board (BCUHB) ensuring a clear interface between the Charity and the Health Board.  In particular work closely with the Day Care Leader who has overall clinical responsibility for patients in Day Care at Hafan Menai. Organise and administer the patient transport provision and liaise with the Hospice Nurses, external transport providers / organisations and volunteers. Work closely with the General Manager with regard to the provision of complementary therapy at Hafan Menai and in the community.  Update databases and paper based systems and processing referrals as required. Manage patient lunch and refreshment requirements. Manage the Hafan Menai Volunteer Team liaising closely with the Volunteer Coordinator regarding training and support requirements
• Complete the monthly rota liaising with the Volunteer Coordinator and Volunteer Team to ensure the role requirements are met.  Cover any volunteer absences in emergencies.
• Working closely with the Fundraising and Marketing Manager manage the Hafan Menai Hub’s fundraising and promotional activity.  Organise events and fundraisers maximising all potential income against targets agreed. Liaise with patients and families where directed with regard to fundraising donations which could include, events, in memory donations and legacies liaising with the GM, Fundraising and Marketing Manager and the Day Care Leader.
  • Ensure that there is a constant stock of all promotional and fundraising material at the day hospice and that it’s suitably displayed and distributed where required.
  Manage the Hafan Menai Gift Shop, reconcile sales and recording information,  Secure monies and arrange banking as required.
• Manage the petty cash budget.
• Provide administrative and practical support to the Management Team including the preparation and processing of: invoices, statistics, reports, minutes, general correspondence and merchandising material etc. liaising with the Office Manager and GM.
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  Maintain and update company databases liaising with the Database Administrator and provide monthly reports as required. Update the inventory of furniture and equipment for Hafan Menai and report regularly to the GM with regard to any new requirements. Order and purchase supplies as required.  

   

  Assist with health and safety within Hafan Menai reporting regularly to the GM. Open the building and secure the building where required and respond to out of hours callouts. Carry out other duties assigned by the General Manager.

   

  To apply for this role, please send your CV in via the apply button.