Job Title:Administration Supervisor

/ Marie Curie Cancer Care
Job description

Job title:Administration Supervisor.

Job reference:WA2318

Department:Facilities.

Location:Hospice

Reports to:Facilities Manager.

Job Purpose/Summary

The post holder is responsible for the management, quality and delivery of all administration services within the Hospice, and takes the lead on communications.

Accountabilities (Duties & Responsibilities)

To be responsible for the provision of effective administration services across the Hospice, ensuring high standards are maintained through regular review and audit. In particular to ensure that letters and reports are accurate and reflect Marie Curie standards.
To act as advisor with regard to IT needs and equipment.
To encourage and maintain multidisciplinary working, acting as an effective role model and communicating regularly across administration service staff.
To be responsible for ensuring administration staff work closely with reception providing cover, advice and sharing of appropriate tasks.
To process requests for annual leave in accordance with Marie Curie policies.
To monitor and record sickness absence.
To co-ordinate and manage the administration rota including cover for Receptionvolunteers and other staff absences.
To identify administration volunteering opportunities and promote the use of administrative volunteers including recruitment, induction, training and support.
To be responsible for the development, implementation and maintenance of policies and procedures to ensure the Hospice adheres to best practice and complies with both national directives and audit guidelines.
To ensure that all local policies/procedures are developed and implemented and that staff are aware of these.
To provide appropriate representation on Governance Committees.
To provide accurate and timely information and reports as requested by the Hospice Manager.
To receive, check and produce all paperwork related to the receipt of all Hospice Income.
Administration of Legacy Estates.
To be responsible for the day to day management of petty cash.
To develop and maintain systems to ensure efficient management of information held in both computer and manual filing systems and manage off-site archiving.
To oversee all data entry onto Palcare, running reports and taking remedial action, where necessary, to ensure records are accurate.
To oversee an effective system to ensure the timely recording on incidents/complaints on Sentinel.
To train administration staff on KEM and to run reports as required by members of the management team.
To liaise with the Communications departments to ensure co-ordination of all Hospice Literature.

Management

To line manage, motivate and develop, where appropriate, the roles of the Team. This will include recruitment and selection, induction, regular appraisal, work based support and personal development plans.
To provide management and leadership of all administration staff across the Hospice. Encouraging excellent team working through regular communications and team meetings.
To manage and undertake DSE assessments on all relevant personnel within the Hospice.

Communication

To work closely with the Facilities Manager, Head Chef and House Keeping Supervisor providing cover where necessary.

To provide accurate and timely information and reports as requested by the Hospice Manager.

Education and Training

To maintain personal development including the identification of training needs.
To undertake any training that is required to perform the role of Administration Services Supervisor.
To attend all mandatory training annually.

Specific Duties and Responsibilities

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 regulations and 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 sustain a 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).
Marie Curie Cancer Care is committed to encouraging volunteering throughout the organisation and as such the post holder will be expected to support and respect volunteers, and may be asked to work alongside or supervise a volunteer as part of their role whilst working at Marie Curie Cancer Care.

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 Supervisor.

Job reference:WA2318

Criteria / Essential / Desirable / How assessed
Skills / Abilities /

Evidence and understanding of personnel issues – training and development, recruitment and selection
Ability to lead and motivate a team
Ability to implement and audit standards
Knowledge of office management systems
Evidence of IT skills – word processing, spreadsheets, database – ability to use Word and Excel
Good interpersonal skills with the ability to liaise with people at all levels
Good communicator – verbally and written
Planning and organisational skills – effective time manager
Evidence of ability to identify and resolve problems
Self starter – able to work on own initiative

Presentation Skills
Ability to establish and manage budgets

/ Application form / Interview
Knowledge / Knowledge of Healthcare environment / Knowledge of the Voluntary Sector
Knowledge of Medical Terminology / Interview
Qualifications,
training and education / Management Qualification or willingness to study /

Presentation Skills

Ability to establish and manage budgets

/ Application form / Interview
Experience / Significant previous management/supervisory experience and evidence of line management of staff group(s) /

Background in healthcare or another charity
Experience of working a mix of work and volunteers
Experience of cash handling

/ Application form / Interview
Other requirements /

Motivation/enthusiasm
Flexible/dynamic

Where appropriate, reasonable adjustments to these criteria will be considered to accommodate personal circumstances such as disabilities.

/ Marie Curie Cancer Care
Terms and conditions

Job title: Administration Supervisor

Job referenceWA2318

Salary scaleMCCC Pay Scale Grade D

Salary£22,250 to £24,720 per annum

Annual leave entitlement25 days (excluding bank holidays)

Notice periodOne month (after probationary period)

Working hours35 hours per week

Probationary periodSix months

Disclosure Check None

Other benefits

Continued access to NHS Pension Scheme (subject to eligibility)
Marie Curie Stakeholder Pension Scheme
Season ticket loan
Loan schemes for bikes; computers and satellite navigation systems

Due to administration costs borne by the charity, we regret that only short-listed candidates will be contacted. If you have not heard from us within four weeks of the below closing date, please assume that your application has been unsuccessful.

Closing date: 21stNovember 2014 at 5pm

To apply please visit our website

Please email your application form to with the subject line ‘Reference Number – Job Title – Location’ or via post to Marie Curie Cancer Care, Recruitment Centre, 89 Albert Embankment, Vauxhall, London, SE17TP.

Marie Curie Cancer Care aims to be an employer of choice and is committed to equal opportunities.

Charity reg no. 207994 (England & Wales), SCO38731 (Scotland).

July2011