Head of Resources

JOB DESCRIPTION

 

 

Head of Resources

Department:

Primrose Hospice

Location:

Primrose Hospice, St Godwalds Road, Bromsgrove

Hours:

37.5 hours per week (to be worked Monday to Friday)

Salary:

£40,000

Reports to:

Chief Executive Officer,

Responsible for:

Maintenance staff and volunteers, Volunteers Manager, Exec PA (shared), Cooks, Data and Compliance Officer .

Job Purpose:

Being part of the Executive Team at the Hospice take the lead role in all aspects of the day to day operational running of the Hospice– including facilities, HR, IT systems, Information Governance, Health and Safety.  Deputise for the CEO in her absence within limits of authority.

Contact with others

Internal:

Chief Executive Officer, Head of Income Generation, Trustees, Head of Care, Hospice Clinical Team, Hospice Administrative Teams, Family Support and Complementary Therapy Team, Chaplain,  Fundraising and Finance teams, Volunteers team, Data and Compliance Officer, Shop teams,  Volunteers, maintenance and facilities staff.

 

External:

Families and patients, visitors and members of the public, contractors and service providers.

Main areas of responsibility

Human Resources

• Develop a standard  set of HR templates and procedures and implement
• Oversee all HR processes undertaken by managers offering advice where needed and ensuring best practice, working with our external HR provider as appropriate
• Lead on investigations, grievances and disciplinaries.
• Oversee the mandatory training schedule and induction programmes
• Manage your own team day to day including undertaking appraisals annually and ensuring records are up to date

IT systems

• Manage IT systems working  with external providers where necessary,  ensuring that any services we purchase are best value and  fit for purpose
• Manage day to day issues with the IT hardware and software referring to outside providers where necessary. This includes all IT equipment including photocopiers , mobile devices etc
• Ensure IT systems remain  suitable for the programmes we need such as SAGE, Donorflex etc recommending updates as needed and developing a business case if investment is required

Information Governance

• Undertake SIRO training for the Hospice (Senior Information Risk Owner)
• Develop and review the Information Asset Register
• Develop and review internet network security policy
• Develop and implement best practice guidelines for IT use
• Working with other managers lead on ensuring  compliance and  best practice for the new General Data Protection Regulations (GDPR)

Facilities

• Manage maintenance and housekeeping staff and volunteers
• Audit all record keeping and ensure processes are kept updated
• Supervise the maintenance schedule
• Manage the maintenance budget for major and minor works, including submitting business case for off budget expenditure if needed
• Contribute to planning the maintenance budget along with CEO, Finance Manager and maintenance staff
• Plan and manage a rolling programme of general upkeep to the buildings.
• Lead on H&S for the  Hospice
• Review H&S policy annually and rewrite as needed
• Work with external H&S advisor on annual H&S inspection
• Produce and manage action plan ensuring timely completion of actions
• Report to the CEO or Board any Health and Safety Issues and advise on resolutions
• Manage the risk assessment portfolio working with team managers to ensure timely completion and regular updating
• Organise training where needed eg fire safety
• Ensure staff undertake annual DSE assessments implementing a process to ensure this is achieved

 General

• Contribute to the Senior Management Team and attend meetings as required
• Write, audit and update relevant policies and attend the Policy and Information Group (PIG)
• Attend  Board Meetings (First Monday of alternate months 5.30pm – 7.30pm – Feb, April etc)
• Lead on  Health and Safety Meetings preparing agenda, chairing etc

Decisions / Recommendations

• Confident to make professional judgments whilst considering any legal or financial implications or risks
• Confident to know what to highlight to CEO or Board as a potential  risk
• Able to prioritise work
• Confident preparing business cases with justifiable reasoning and costs
• Confident in contributing to budget setting for relevant areas

Dimensions and limits of authority / influence

• The post-holder will work closely with the CEO and Board but will be able to work independently and take appropriate action based on established protocols
• The post holder will follow Hospice policies and procedures
• Absolute confidentiality is an essential part of this role

Allocation / checking of work

• The post holder is responsible for their own work and managing their own workload
• Work is managed rather than supervised
• Observes personal duty of care in relation to equipment and resources used in course of work and is responsible for others

Physical effort

• The role involves computer work and exposure to a VDU
• There may be some moving and handling involved  in line with the Hospice’s health and safety policy guidelines
• There may be some working at height involved (rarely)  in line with the Hospice’s health and safety policy guidelines

 

 

Working conditions / environment

• The working environment is set in an attractive semi-rural setting.
• There may be contact at times with staff or volunteers who feel aggrieved or upset
• There may be contact at times with individuals and families who are experiencing considerable emotional distress or members of the public who may be angry or frustrated

 

PERSON SPEC - Qualifications, skills and knowledge required

Qualifications

     Essential

• Good general education to Degree standard (or equivalent)

Desirable- one or more of:

 

• HR qualification
• H&S qualification
• IT systems qualification

 

Experience

Essential

• Demonstrable Management experience
• Demonstrable experience of managing facilities
• Demonstrable experience of leading on HR processes
• Demonstrable experience of policy writing and reviewing
• Demonstrable experience of producing and reviewing risk assessments
• Demonstrable experience of managing information governance
• Demonstrable experience of managing and helping set a budget
• Demonstrable experience of managing external contractors
• Experience of communication with a wide range of stakeholders at all levels
• Experience of working with and reporting to a  Board of Trustees (Directors)

 

Desirable

• Experience of working in a multi-disciplinary team
• Experience of advising on and setting up IT systems

 

Skills for role

     Essential

• Excellent IT skills – Word, Excel, email, internet, Powerpoint, Publisher etc
• Must be able to manage a varied and demanding workload and prioritise, seeking advice where needed
• Excellent attention to detail and accuracy
• A ‘can do’ creative problem solving approach
• Excellent record keeping skills
• Ability to prioritise tasks within limited budgets
• Must be able to stay calm under pressure and deal with simultaneous demands from team members
• Must be able to demonstrate absolute confidentiality

 

 

General skills

• Excellent listening and communication skills, face to face and on the telephone
• Ability to work flexibly and adapt to rapidly changing situations
• Good organisational skills and methodical approach to work

• Able to work independently and as part of a team
• A desire to show initiative and a ‘can do’ flexible attitude
• Must be able to be flexible with work hours as needed. TOIL is given for extra time worked.

Knowledge

A good working knowledge of:

• Facilities and buildings
• HR processes and legal framework
• Data protection laws and the new GDPR
• H&S laws
• IT systems and processes
• Best practice in Information Governance

 

OTHER DUTIES

To deputise for the CEO in her absence within agreed levels of authority

To undertake any other duty within your ability and within reason, as may be required from time to time, at the direction of your line manager.  

ASSISTANCE

The Hospice has the advantage of being supported by a number of volunteers.   If a volunteer is assigned to assist you at any time, you will still retain responsibility for the requirements of this job in terms of accuracy, efficiency and standards of completion.   You will also ensure good communication and be mindful of your responsibility towards that volunteer in terms of Health and Safety.

CONFIDENTIALITY

You should be aware of the confidential nature of the Hospice environment and your role.   Any matters of a confidential nature, relating to patients, carers, relatives, staff or volunteers must not be divulged to any unauthorised person.

DATA PROTECTION

You should make yourself aware of the requirements of the Data Protection Act and follow local codes of practice to ensure appropriate action is taken to safeguard confidential information.

HEALTH AND SAFETY

You are required to take reasonable care for your own health and safety and that of others who may be affected by your acts or omissions and you should ensure that statutory regulations, policies, codes of practice and safety and good house-keeping rules are adhered to, attending safety and fire training as required.

JOB DESCRIPTION

This Job Description is not intended to be restrictive and should be taken as the current representation of the nature of the duties involved in your job and needs to be flexible to cope with the changing needs of the job and the Hospice. 

It is expected that you will be committed to the core purpose of the Hospice and will act as an ambassador for the Hospice, actively promoting it throughout your role. It is also hoped that as the Hospice is heavily reliant on charitable donations you will support promotional activities where possible showing support to your colleagues in the spirit of team working.