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Communications and Enterprise Assistant
3 months ago
**Responsible** **to**:Commercial Operations Manager**
**Responsible** **for**: No one, however the post holder is responsible for performing all the key responsibilities listed here with mínimal supervision and for presenting themselves and their work effectively.
**Organisational context**
St Joseph’s Hospice was founded in 1905 by the Religious Sisters of Charity who retain an interest in the oversight of the Hospice. The Hospice is working to achieve Vision 2024, which has five key strands: patients, enterprise, estates, funding and fundraising, and human resources. The Hospice seeks to be an outstanding provider of palliative and end of life care. Each employee is critical to delivering and maintain those standards in accordance with the Hospice’s core values
**Basic function**
Deliver operational and administrative support across the Communications and Enterprise directorate
Act as key point of contact for commercial tenants and residents, lead property viewings, commission and oversee repairs and maintenance, and manage other queries as they arise
Be responsible for EBay online orders
Support the coordination and delivery of commercial and marketing projects across the Communications and Enterprise directorate
**Discretion to act**
The post holder is free to act in the daily organisation of their duties within the stated policies and procedures of the role, referring to the line manager for advice, guidance and mentorship.
**Scale and impact**
The post holder has no budget responsibility, however they will manage the finances associated with commercial activities day-to-day, and is responsible for the correct and transparent stewardship of Hospice resources.
**Key Accountabilities**
**1.** **Commercial Administration**
1.1 Prepare occupancy agreements and licence agreements from pre-prepared templates for commercial office renters and key worker residents.
1.2 Co-ordinate with the Soft FM Supervisors to ensure that rooms for new commercial office renters and key workers are clean and ready for occupancy.
1.3 Meet and greet new commercial office renters, key workers and lease-holders on arrival, providing them with fobs and keys; show them to their room or office and address any queries relating to their accommodation.
1.4 Act as the key contact person for prospective tenants, show them available property, provide them with relevant marketing materials and address any queries both in writing and face to face.
1.5 Be the key point of contact for enquiries from commercial office renters, key workers and lease-holders such as for repairs and maintenance requests.
1.6 Log support tickets with the Facilities department or IT as required, ensuring that repairs or maintenance work for commercial office renters, key workers and lease-holders are delivered in an efficient and timely manner, to a high standard, and within budget.
1.7 Maintain, update and where required create Enterprise budget trackers in order to ensure that rental figures are accurately recorded, and work closely with the Finance department to ensure invoices are correctly generated in a timely fashion. Check and process invoices for repairs, maintenance and supplies for accuracy and log them in the budget tracker before passing to the Manager for signature.
1.8 Prepare a monthly invoicing schedule for the Finance department, ensuring a high degree of accuracy.
1.9 Co-ordinate with the Finance department regarding pay-as-you-go key worker room bookings to ensure that invoicing is accurate and up-to-date.
1.10 Manage the key worker occupancy calendar, keeping it up-to-date and mapping who is occupying each room.
1.11 Identify and develop new processes that improve the efficient and smooth running of the department.
1.12 Carry out routine and ad-hoc on-off-site tasks that support the smooth running of the Communications and Enterprise directorate, such as meter readings
**2.** **Assist with projects that support the Communications and Enterprise directorate**
2.2 Display leaflets, posters and other promotional materials on noticeboards, in lifts and the Reception/Hub public area; advise Comms Team when stock levels need replenishing
2.3 Display branded merchandise such as re-usable cups and t-shirts in prominent positions on site or in our retail stores in co-ordination with the Retail team in order to maximise sales; serve customers on site wanting to purchase branded merchandise; track stock levels and re-order goods as needed.
2.4 Support Communications and Enterprise colleagues to prepare for on-site events such as staff meetings and VIP visits; distribute and manage invite lists, reserve rooms, display marketing materials, and co-ordinate with the Catering Manager for food and drink requirements.
2.5 Manage the sale of branded merchandise from the new website & EBay; write descriptions, take pictures and upload images onto the website and social media channels, respond to customer e-commerce queries, pac
