Job Description: Personal Assistant and Fundraising Administrator

Statement of Purpose

“In partnership with the community and the multidisciplinary team our organisation is committed to providing high quality, safe and supportive specialist palliative care services that will enable people to live as independently as possible and die with dignity and choice”.

Job Title:Personal Assistant and Fundraising Administrator

Salary:Scale3-4.6 depending on experience

Accountable to:Executive Team

Responsible to:Director of Business Support

Hours:37.5 hours per week (30 hours would be considered)

Location:Based at St Luke’s Hospice SS16 5NJ and or Astra House, Christy Way, S15 6TQ.

Travel to other sites will be required and location may change.

Qualifications: English and Maths GCSE or above. Proven keyboard skills

The purpose of this job description is to give background information on the post and to outline the level of responsibility and accountability of the role. This will ensure that all work undertaken by our staff is identified and lines of accountability made clear.

St. Luke’s Hospice is a local charity and it’s really important that the people in the communities where we provide care and support understand that. This post holder will really embody the ethos of St. Luke’s Hospice, believe in the work that we do and actively promote this in a way that increases support to the charity.

The Fundraising, PR and Marketing teams are accountable to the Director of Business Support. The combined efforts of these teams alongside the outstanding clinical care that we offer are necessary to achieve the outcomes we need: generating the income required to meet the needs of current service users and to extend our reach to those eligible people in our community who are not accessing our services at present.

We aim to achieve the highest marketing standards and fundraising standards for the charity. The culture and fabric of our existence provide a powerful message about the values that drive St. Luke’s Hospice.

MAIN DUTIES

The post holder will manage the diary and provide a range of administration duties for the Director of Business Support.

The post holder will provide administration support to the Legacy and In Memory Co-ordinator.

The post holder will also undertake a coordinating and mentorship role for some volunteer based services - e.g. Fundraising Administration Volunteers.

There is an expectation that support/cover is offered as part of the wider administration team.

ADMINISTRATIVE/SECRETARIAL

Taking of minutes of meetings as requested by the Director of Business Support.

Typing of reports, minutes and other documents as directed by the Director of Business Support.

Diary management and meeting bookings.

Faxing, scanning and photocopying as required.

Liaise with other staff with regard to the key tasks of this role at all times promoting inclusive working.

Deliver up to date and effective information across In Memory and Legacy service as directed by the service Co-ordinator.

Liaise and correspond with solicitors, donors and executors as required by the IMO & Legacy Co-ordinator.
Preparation and collation of literature relevant to key tasks -e.g. flyers, leaflets.

To work collaboratively with other Hospice staff and volunteers to promote the importance of IMO & legacy work.

To ensure that both verbal and written communication is provided to a high standard and that documentation is completed accurately and according to policy.

Ensure Health & Safety regulations are adhered to

Assist in ensuring the economical use and ordering of materials and equipment, maintaining an awareness of the need for good housekeeping and helping to ensure department expenditure is within budgetary limits.

Be aware of and show a willingness to participate in other activities that may occur from time to time in order to promote the Service/Hospice within the community.

Be responsible for recording annual leave, special leave and sickness absence and preparing paperwork for the Director of Business Support as needed.

To be responsible for preparing agenda, and minute taking of various meetings.

To assist with the management and support of Administration volunteers within the department.

To participate as required in programmes of education provided by the Hospice and to undertake training as may be considered necessary/or appropriate.

Update the database on any new legacies and IMO donations

To keep a record of the department budget.

Any other duties deemed appropriate to the role and the competence of the post holder.

Overall requirements

1.1 Provide an exceptional level of customer care to ensure that supporter relationships are maintained and developed.

1.2 Be sympathetic to and able to project the philosophy and concept of St Luke’s Hospice.

1.3 Produce work to a high standard and to promote quality in all areas at all times.

1.4 Keep updated on all matters relating to Hospice policy. You are responsible for familiarizing yourself with matters relating to Health & Safety management as they affect you personally, your department and/or the Hospice.

1.5 Participate in an Individual Performance Review.

1.6 The post holder will be expected to undertake additional duties as the requirements of the department and/or post change/develop.

3.8 To undertake any other reasonable duties that may be appropriate in order to help achieve the hospices income objectives.

General

Provide cover for colleagues as directed by the Director of Business Support.

Co-operate with all staff in maintaining good relationships with outside agencies and the general publicinorder to uphold the charity's image and win increased support for its work. The post holder will beexpectedto produce work of a high standard and to promote quality at alltimes.

St Luke’s Hospice is committed to Equal Opportunities for all present and potential members of staffandpatients. Therefore St Luke’s Hospice expects all employees and volunteers to understand, support,andapply this policy through their working practices which requires all individuals to be treated withrespect,dignity, courtesy, fairness and consideration. To obtain a copy of the Equal Opportunities Policy contact thepersonneldepartment.

Take responsibility for your continuing professionaldevelopment.

Co-operate with all staff in maintaining harmonious inter-personalrelationships.

The post-holder will have access to confidential data on staff, services and supporters within StLuke’s Hospice. Failure to maintain confidentiality will lead to disciplinary action, which could ultimately leadtodismissal.

The post will be subject to regular annual staff developmentreview.

The post holder will be expected to keep themselves updated on all matters relating to Hospiceprocedureand policy.

The post holder must familiarise themselves with matters relating to health and safety management astheyaffect them personally and/or the Hospice, reporting any potential risks to life or property immediatelyinaccordance with the Hospice’s Health and Safety policy and procedures. They must use allequipmentprovided to undertake their rolesafely.

Where you are a member of a professional body you are required to conform to the professionalstandardsset by that body. You are required to ensure your registration is current and practice continuousprofessionaldevelopment.

The philosophy of the Hospice is based on an interdisciplinary approach and employees and volunteersarerequired to participate in thisconcept.

Carryoutanyotherduties asarewithinthescope,spiritandpurposeofthejob,thetitleofthepostanditsgrading as requested by your Line Manager or his/her higher level ofauthority.

The post holder is legally required to have regard to the Mental Capacity Act 2005 Code ofPractice.

4.Education

4.1 Undertake all mandatory training as per Hospice policy.

4.2 Participate in IPR and role review processes.

4.3 Develop teaching/training sessions for staff with relation to CQC requirements, quality initiatives or policy changes and deliver sessions.

NOTES

i)You must be sympathetic to and able to project the philosophy and concept of the Hospice.

ii)You will potentially have access to confidential data on staff and/or patients and/or services within the Hospice. Failure to maintain confidentiality will lead to disciplinary action which could ultimately lead to dismissal.

iii)You will be required to assess all risks to your systems, processes and environment and contribute towards the clinical and/or corporate governance agenda as appropriate.

iv)You will be expected to produce work to a high standard and to promote quality in all areas at all times.

v)The managerial and clinical philosophy of the Hospice is based on a multidisciplinary approach. Staff, regardless of grade or discipline, are required to participate in this concept.

vi)You will be expected to keep yourself updated on all matters relating to Hospice policy. You are responsible for familiarising yourself with matters relating to Health & Safety management as they affect you personally, your department and/or the Hospice.

vii)You will be expected to participate in an Individual Performance Review for yourself and/or the staff you manage.

viii)There is hope and expectation that you will attend some functions and fundraising events outside your normal working hours from time to time for which no additional payment will be made.

ix)The above job description does not purport to be an exhaustive list of duties and responsibilities. The postholder will be expected to undertake additional duties as the requirements of the department and/or post change and/or develop.

UKCC (for qualified nursing staff)

The postholder should work in accordance with the UKCC codes. Evidence of continuous periodic registration is a requirement of employment within this organisation.

SMOKING POLICY

St Luke’s is committed to a policy which actively discourages smoking while allowing for patient choice. St Luke’s Hospice and its other premises operates a No Smoking Policy their buildings and grounds in line with government legislation, except where designated areas are available. In-Patients are permitted to smoke outside the building during specified areas in a designated area. Day Hospice patients may smoke in the Day Hospice designated areas.

EQUAL OPPORTUNITIES

St Luke’s Hospice operates an Equal Opportunities Policy and expects staff to have a commitment to equal opportunity policies in relation to employment and service delivery.

CHANGES TO THIS JOB DESCRIPTION

You have the responsibility to discuss any job changes with your Line Manager at the time the change occurs and agree any permanent substantial change.

DATE COMMENCED IN POST:

SIGNATURE: (New employee) DATE:

SIGNATURE: (Line Manager)DATE:

TITLE:

ST. LUKE’S HOSPICE

Personal Asisitant and Fundraising Administrator

PERSON SPECIFICATION

REQUIREMENTS / ESSENTIAL / DESIRABLE
QUALIFICATIONS /

English and Maths GCSE
Impeccable attention to detail.
Excellent typing skills
Excellent Microsoft word, PowerPoint and Excel

EXPERIENCE /

Minimum 2 years’ experience in an administration role managing multifaceted workload

/ Working within legal services
SKILLS / KNOWLEDGE /

Strong organisational and planning skill
Able to work on own initiative
Self motivated
Excellent interpersonal skills
Impeccable attention to detail

/ Understanding of Legacy requirements
COMMUNICATION SKILLS /

Professional & confident verbal and written communication skills.
Tactful, sensitive, tolerant flexible and positive manner

PHYSICAL REQUIREMENT /

Occupational Health fit.

PERSONAL ATTRIBUTES /

Team player
Commitment to quality and best practice
Positive, self-motivated and committed to achieving results
Problem solver
Good sense of humour
Professional approach to work
Assertive
Ability to multi-task
Excellent time management skills
Calm under pressure
Well organised and efficient
Adhere to all regulatory procedures

Willing to undertake evening/weekend work as required
Highly motivated
Forward thinking
Car driver clean driving licence and access to a vehicle for work