Administrative Support Coordinator

3 weeks ago

Harlow, Essex, United Kingdom St Clare Hospice Full time

Position Overview

This role presents a unique opportunity to become a vital part of our Patient and Family Support Team in a part-time administrative capacity. The position requires a commitment of twenty hours per week, with specific days and times to be determined during the interview process.

The ideal candidate will possess relevant administrative experience as outlined in our detailed job description and person specification.

Our Patient and Family Support Service is a diverse, professional, and nurturing team eager to welcome a new member. As the team expands its services and responsibilities, we seek a dedicated and proactive Administrative Support Coordinator to assist in this growth.

We offer a competitive salary and benefits package, including flexible working arrangements, a generous leave allowance, pension and life assurance schemes, an Employee Assistance Programme, complimentary parking, and subsidized meals on-site. We are committed to providing excellent development opportunities and supporting individuals in their professional growth.

If you wish to learn more about this position, we encourage you to reach out for further discussion.

Key Responsibilities

• Provide essential administrative support to ensure the smooth operation of the Patient and Family Support Department.

• Deliver outstanding customer service through prompt responses or appropriate escalation of inquiries.

• Perform a variety of administrative tasks, including scheduling appointments, managing data entry in Raisers Edge, taking meeting notes, answering phone calls, and overseeing the logistics of the office.

• Compile statistics and reports for Bereavement Support Services as needed.

About Us

At St Clare Hospice, we envision that every adult facing a life-limiting condition in our communities has access to palliative care services whenever they need them, allowing them to cherish every moment, regardless of the time they have left. Our diverse range of services offers patients, their families, and caregivers comprehensive support—physically, emotionally, socially, psychologically, and spiritually—both at home and within the hospice.

The Patient and Family Support Service comprises a multi-disciplinary team of professionals, including Counsellors, Social Workers, Chaplains/Spiritual Leads, and Bereavement Support Volunteers. As the team continues to grow, we are looking for an enthusiastic and diligent Administrative Support Coordinator to assist in this endeavor.

Job Duties

• Provide routine administrative support to the Patient and Family Support Services Department.

• Ensure accurate data entry into the computerized systems utilized by the team.

• Send condolence cards and information packs within established timeframes.

• Prepare Safeguard packs as required.

• Cover reception duties as needed.

• Take notes during meetings as necessary.

• Welcome bereaved service users when appropriate.

• Communicate with compassion and sensitivity with patients, caregivers, and service users, both in person and over the phone.

• Collaborate closely with volunteers in the area, providing support and information as needed.

• Input and maintain accurate records of all Bereavement Support Services activities.

• Create weekly Helpline schedules, coordinating with volunteers to ensure coverage.

• Generate reports on statistics as required.

• Maintain confidentiality and discretion at all times.

• Undertake any other related duties as necessary.

Qualifications

Desirable

• A good level of literacy and numeracy, ideally including GCSE or equivalent grade C (pass) in English Language and Maths.

Experience

Essential

• Proven experience in an administrative role.

• Experience working in a fast-paced office environment.

• Proficiency in Microsoft Office applications (particularly Word, Excel, and Outlook).

Desirable

• Experience in maintaining records.

• Experience in administration.

• Familiarity with managing information within an electronic management information system (MIS).

• Experience in diary management and minute-taking.

Skills and Abilities

Essential

• Proficient in Microsoft Office applications (particularly Word, Excel, and Outlook).

• Strong communication skills with the ability to multitask in a dynamic environment.

• Excellent prioritization, organization, and planning skills.

• Exceptional customer service skills.

• High attention to detail.

• A problem-solving mindset when addressing challenges.

• Ability to build relationships and communicate effectively with a diverse range of individuals, providing support and guidance with sensitivity and compassion.

• Capable of working independently as well as part of a team.

• Ability to maintain a calm and methodical approach under pressure.

Personal Qualities and Attributes

Essential

• Ability to handle and maintain highly confidential and sensitive information.

• Commitment to equality and valuing diversity, with an understanding of how this applies to the role.

• Dedication to the aims and charitable objectives of St Clare Hospice.

• Commitment to ongoing professional learning and development.

Other Requirements

Essential

• Flexibility to work either 5 hours per day over 4 days or 4 hours per day over 5 days.

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