Business Administrative Assistant

1 week ago


Nuneaton, United Kingdom Mary Ann Evans Hospice Full time

**ROLE DESCRIPTION & PERSON SPECIFICATION**

**Mary Ann Evans Hospice**

**Eliot Way, Nuneaton, Warwickshire, CV10 7QL**

**02476 865440**

**Job Title: Business administrative assistant**

**Responsible to**:Business Administrators/Head of Income Generation

**Hours: 20 hours per week worked over 5 days.**

**Salary: £22,383 - £24,336 pro rata depending on experience and qualifications**

**Please note, no CVs will be accepted. Application form only.**

**Mary Ann Evans Hospice**:
Mary Ann Evans Hospice is an adult community hospice in North Warwickshire. As an independent charity we provide palliative and end of life care and support to patients with life limiting illnesses and those that matter most to them.

Our services include Hospice at Home, Wellbeing Centre, Family Support and Bereavement, Lymphoedema care and Rapid Response (a shared service with South Warwickshire NHS Foundation Trust). We work closely with our community and hospital colleagues from the NHS, social services, local care homes and other voluntary providers. Our care is compassionate and inclusive for all who access our services.

**Mary Ann Values: I Matter**

The Hospice is committed to ensuring a healthy work-life balance for staff given the nature of

the environment and care services provided. The Hospice, its staff and volunteers are all committed to ensuring “I Matter” stays at the centre of its ethos.

**I**_ndividual_

**M**_atter, important_

**A**_ppreciated_

**T**_rusted_

**T**_ime invested_

**E**_ngagement_

**R**_espected_

**Job Summary**:
**The business administrative assistant **is responsible for day-to-day operations of the Mary Ann Evans Hospice reception and will be the welcoming face of Mary Ann Evans Hospice and act as the first point of contact for patients, visitors, and telephone enquiries. They will have

**Key Working Relationships**:
Patients, clients, and families

Volunteers

Facilities team including housekeepers, gardener, and caretaker.

Business administrative team

Wider hospice staff team

External visitors

Contractors and external maintenance companies

**Main Tasks & Responsibilities**:
Provide a reception service for the hospice and its visitors including patients, clients and families using all services. Support the facilities team with administrative support including processing invoices, liaising with contractors for planned maintenance and urgent requests. Work closely with the caretaker to adhere to compliance and governance requirements and associated administration.

Undertake administrative tasks such as filing paperwork, answering phone calls, preparing documents for meetings, developing, and using systems to monitor compliance for the facilities team.

**Principal Duties & Responsibilities**:
**Reception**
- Answering calls, through the main switchboard, ensuring calls are directed to the relevant department.
- Meet and greet visitors, patients, and clients, directing them to the appropriate location within the hospice.
- Phoning patients/families and confirming attendance at clinics/appointments/Wellbeing sessions.
- Liaising with the Wellbeing Centre and booking ambulance transport for patients.
- Take payments for and record merchandise sales.
- Maintain hospice security by not leaving the reception area unattended.
- Ensuring reception is kept clean and tidy.
- Ensuring mail is franked and ready for pick up from Royal Mail.
- Support volunteers working in the main hospice.
- Take responsibility for sign in sheets in the hospice and warren building and production of car park codes as required.
- To develop and ensure good communication with all staff and volunteers.

**Facilities administration**
- Working with the facilities team lead, develop and manage systems for the team.
- Administratively support the team leader in housekeeping requirements and routines
- Complete the administration for the compliance requirements of the facilities team including fire safety, PAT testing, hoist and equipment maintenance, lift maintenance, alongside other annual monitoring checks.
- Co-ordinate training for staff on health and safety matters.
- Support the team lead to monitor staff training in the facilities team.
- Provide support to the caretaker for activity logs and requests from the wider staff team.
- Support volunteers who work in the garden and facilities team

**General administration**
- Administratively support with preparation, minute taking and preparation for sub committees or formal meetings when required.
- To have fundamental understanding and ability to use Microsoft office programmes e.g., word, excel, power point.
- Provide effective clerical and administrative support to the wider hospice team when required and to cover for sickness and holidays.
- Manage room set up requirements for training and events across the hospice site.

**Standard Requirements of all Mary Ann Staff**:

- To be flexible and adapt to the needs of the hospice.
- To maintain strict confid



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