Marie Curie Admin Assistant Catering Services

4 weeks ago

Glasgow, United Kingdom NHS Scotland Full time

Job title: Administration Assistant

Department: Administration

Location: Marie Curie Hospice

Reports to: Administration Supervisor

Accountable to: Administration Supervisor

Grade: Marie Curie Clinical Pay Scale AFC Band 2

**Job Purpose/Summary**:
To provide a comprehensive and professional Secretarial and Administrative service to Hospice personnel.

**Accountabilities (Duties & Responsibilities)**:

- To provide support, information and assistance to telephone callers, visitors and colleagues, maintaining good working relationships and effective communication both within Marie Curie and between external agencies.
- To develop and maintain systems to ensure efficient management of information held in both computer and manual filing systems.
- To work in collaboration with other administrative and clerical staff within the Hospice to ensure effective support throughout, ensuring the needs of the Hospice are met.
- To provide full, confidential, administrative/secretarial service to Hospice departments including typing, proof-reading, filing, photocopying and distribution of information as required.
- To attend meetings/multidisciplinary meetings as appropriate and take minutes where required.
- To take patient referrals from GP’s, Macmillan and District Nurses, Community Palliative Care and Hospital teams, and process accurately and in a timely manner.
- To arrange patient appointments and professional meetings on behalf of the departments and produce attendance lists.
- To manage the compilation of staff rotas.
- To prepare all correspondence and reports required by appropriate Hospice Personnel using word processing, spreadsheet and graphics packages as appropriate within specified deadlines.
- Organisation and monitoring of receipt, sorting and distribution of mail.
- To order, check delivery and costing of stationery ensuring value for money is achieved.
- To assist in booking necessary travel and accommodation for the appropriate Hospice Personnel.
- To provide cover to other administration roles in times of absence or annual leave.
- To maintain and update bookings for Education rooms, take bookings, set up rooms, do function sheets, liaise with catering department.
- To assist in the preparation and coordination of workshops, conferences and teaching sessions.
- Exercise the highest level of confidentiality at all times.
- To ensure that Marie Curie standards are attained and all policies and procedures are carried out.
- Other ad-hoc duties as requested by the Administration Services Supervisor.***

**Communication**
- Communicate within Marie Curie and with external agencies.

**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 Secretary.
- To attend all mandatory training annually.

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

- Marie Curie 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.****:

- Marie Curie 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 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.
- Adhere to all information governance, privacy and security policies, standards, guidelines and procedures; practise and promote secure behaviours
- Adhere to all Marie Curie policies and procedures at all times
- Actively promote and support the safeguarding of vulnerable adults, young people and children, observing and adhering to Marie Curie policies on safeguarding
- 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, information governance, 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 pos

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