Job titleAdministration Assistant

Job referenceSE2489

DepartmentMarie Curie Nursing Service

LocationHampstead Hospice, London

Reports toService Manager for Marie Curie HelperNorth London

Accountable toCentral Regional Manager

Job summary

The role of the Administrative Assistant is to provide general administrative support to the Marie Curie Helperservice in North London, working closely with colleagues (including volunteers) throughout the service and in close partnership with Hampstead Hospice and other local organisations.

The Marie Curie Helper service is provided by specially trained volunteers who can offer one-to-one support according to an individual's needs.For up to three hours each week, people with a serious illness and their families can rely on the support of a dedicated Helper volunteer who will visit them in their home.

Key relationships

Internal

•Service manager for Marie Curie Helper

•Staff at Hampstead Hospice

•Volunteers and potential volunteers for the service

•Regional Manager and her PA

•Programme Manager for the Marie Curie Helper service

•Marketing team based in London

External

•Potential and existing clients and carers of the service

•Health and social care referrers to the service

Main areas of responsibility

  • Dealing with face-to-face and telephone enquiries and correspondence, and makingdecisions within predetermined parameters.
  • Provide general administrative, and secretarial support toService Manager for Marie Curie Helper.
  • Process incoming mail using agreed systems and relevant spreadsheets/ databases.
  • Process volunteer application forms and expense claim forms
  • Assist in processing CRB forms. Provide support when needed to check forms, follow up issues and maintain a log
  • Accept client referrals to the service and allocate to volunteer assessors, as required
  • Maintain diary and appointment schedules for the team as requested. Set up and arrange training venues for volunteer training days as requested
  • Prepare training manuals and additional documentation for potential new helper volunteers
  • Maintain an efficient filing and retrieval system with up-to-date mailing lists.
  • Make online travel bookings and arrange accomodation as requested
  • Data inputting of client and volunteer informaton and reports
  • Undertake data analysis to support required regular and adhoc reports
  • Maintain stocks of stationery and supplies and organise maintenance of equipment.
  • Maintain good working relationships and effective communication, both within Marie Curie Cancer Care and external partners and stakeholders.
  • Ensure that Marie Curie standards are attained and all policies and procedures are carried out.
  • Exercise the highest level of confidentiality at all times.
  • Undertake such other duties as may be required by the line manager.

General
In addition to the specific duties and responsibilities outlined in this job description, all Marie Curie Cancer Care employees should be aware of their specific responsibilities towards the following:

  • Marie Curie Cancer Care operates a no-smoking policy. The post holder should either be a non-smoker or be prepared not to smoke in any Charity premises, grounds or vehicles or when on Marie Curie Cancer Care business outside the office.
  • Adhere to all health and safety and fire regulationsand to co-operate with the Charity in maintaining good standards of health and safety.
  • Uphold ethical and professional standards and not behave in a manner that is likely to bring the Charity into disrepute.
  • Promote and sustaina responsible attitude towards equal opportunities and diversity within the Charity.
  • Demonstrate a commitment to ongoing registration requirements or any national professional or occupational standards associated with the role.
  • Demonstrate a commitment to ongoing learning and development and to participate in any training relevant to the role.
  • For designated roles, the post holder will be responsible for health & safety, business continuity planning and/or risk management. (These responsibilities will be notified on appointment).

This job description is not exhaustive. It merely acts as a guide and may be amended to meet the changing requirements of the charity at any time after discussion with the post holder.

/ Marie Curie Cancer Care
Person specification

Job title: Administration Assistant

Job reference: SE2489

Criteria / Essential / Desirable / How assessed
Skills / Abilities / •Good verbal and writtencommunication skills
•Accurate IT skills including word processing, email, spreadsheets
•Ability to work within set guidelines and systems
•Flexibility and able to workwithin tight deadlines
•Ability to develop andmaintain effectiverelationships with colleagues and others
•Attention to detail
•Ability to develop and maintain manual and computerised office systems
•A good telephone manner
•Responsible, reliable and able to work without supervision
•Willing to work as part of a team to achieve common goals / •Application
•References
•Interview
Knowledge / •Good working knowledge of Microsoft office software and internet explorer
Qualifications, training and education / •GCSE/SCE (pass level) English (or equiv)
•Ability to demonstrate equivalent skills through practical learning
•Evidence of IT/database training / •Certificates
•Application
•Interview
Experience / •Office administration
•General secretarial experience / •Working in a NHS/non profit environment
•General financial/numeric experience / •Application
•Interview
•References
Other requirements
/ Marie Curie Cancer Care
Terms and conditions

Job titleAdministration Assistant

Job referenceSE2489

Salary scaleMarie Curie Cancer Care

ContractPermanent

Salary£14,457 to £16,062 plus London Allowance of £2,550

Annual leave entitlement25 days per year, plus bank holidays

Notice periodOne month

Working hours35hours per week

Probationary periodSix months

Other benefits

  • Stakeholders Pension Scheme
  • Season Ticket Loan
  • Bike Loan
  • Computer loan

Closing date:Friday 24th April 2015