Job summary
At Birmingham Hospice our teams are committed to
improving the quality of life for people living with life-limiting conditions,
as well as supporting their families and loved ones during one of the most
challenging periods they will ever face.
We are looking for an experienced confident administrator
with excellent organisational and communication skills to join our Facilities
Team supporting the Facilities Manager and the wider Facilities Team. You are someone who can work unsupervised,
efficiently and creatively and has the confidence to manage and solve problems.
A high level of initiative, knowledge, tact, sensitivity and judgement is required in this
post, as is an understanding of the importance of confidentiality.
Main duties of the job
What we require:
Competent
in all Microsoft packages, Word, Excel, PowerPoint.
Minute
taking and transcribing skills
High
level of accuracy and attention to detail
Experience
in establishing and maintaining office systems
Ability
to use initiative
Flexibility
as a team member
Ability
to work accurately to deadlines
What
we offer in return:
The opportunity to be part
of an amazing growing charity
Competitive salary, generous holiday entitlement, wellbeing programmes, Reward Gateway
retail discounts & financial tools, access to car fleet/cycle to work
scheme, discounted events tickets
The opportunity to develop
your career within the Charity sector
For an informal discussion about the role, please
contact Melanie Gray: melanie.gray@birminghamhospice.org.uk
To view the full job description for this role and to apply please visit our website and apply online here:
Facilities Administrator - Birmingham Hospice
Join us and together, we
can make every moment count.
About us
Birmingham Hospice provides expert palliative and end of
life care for people and their families living with life-limiting illnesses.
We believe that all people in Birmingham should have access
to the best specialist care and support - when, where and how they need it. Our
vision is a future where everyone with a life-limiting illness will live and
die with dignity and in comfort. Our mission is to enable more people from all
communities to access the care of their choice at the end of life.
During a recent CQC inspection our sites have been rated
outstanding, with independent health care regulators highlighting that
colleagues and services are caring, responsive and well-led.
Our outstanding teams are passionate about providing the
very best care, and patients and their loved ones are at the heart of
everything we do.
Our values of kindness, respect, innovation, togetherness,
positivity and openness are at the centre of who we are, what we do and how we
behave. We pride ourselves on being an inclusive, welcoming, caring and
supportive team. We are offering a competitive salary, with generous holiday
allowance, a contribution pension scheme, and a commitment to investing in our
people through employee benefits and ongoing professional development.
Job description
Job responsibilities
Job Purpose
To provide administration and support within the Facilities team, including Housekeeping, Maintenance, Health and Safety, Fleet Management and Insurance.
Main Duties and Responsibilities
Administration
To assist the Facilities Manager in the day-to-day operations and maintenance of the two hospices, including HVAC, electrical, and plumbing systems, to ensure a safe and efficient working environment.
To assist the Facilities Manager in negotiating and managing the service contracts with external vendors and service providers, including cleaning, security, and landscaping, to ensure quality services are obtained at cost-effective rates.
Ensure licences are up to date and appropriate for the Hospice advising any issues to the Facilities Manager.
Collating and maintaining information and statistics e.g. vehicle usage, and others as needed by department or wider organisation.
Compliance
Overseeing the statutory compliance calendar for the building and infrastructure to ensure jobs are completed to time, liaising with contractors to ensure timescales are adhered to and procedures are followed.
Coordinating with the Facilities Manager and the Maintenance Teams to ensure remedial works are undertaken.
Providing reports to the Facilities Manager on statutory compliance.
Ensuring that all HSE policies and procedures are up to date, are in place and are displayed within the relevant areas
Assist with Health and safety duties and advice. Carry out DSE assessments and reviews (trained to do this) with employees, undertaking and advising on risk assessments.
Financial recharging and records
To procure equipment and services to support Facilities and other teams where necessary, ensuring value for money, items being appropriate for use (including infection prevention and control).
Fleet
To ensure the Hospice vehicles are up to date with servicing and MOTs, booking in any repairs as necessary.
To ensure staff who drive Hospice vehicles have submitted their driving licence for inspection annually and have the appropriate licences to comply with insurance requirements.
Apply for and maintain disabled badges and fuel cards.
Ensure Hospice vehicles have appropriate certification including Road Tax renewal.
Keep statistics of vehicle usage for the Facilities Manager.
Health and Safety
To support the Facilities Manager in gathering information and reports for the organisations Health and Safety Committee.
To act as secretary for the Committee, taking minutes and ensuring papers are circulated in accordance with the Terms of Reference.
Use knowledge of IOSH to help to embed a positive culture within the Hospice in relation to Health and safety.
To collect Monthly Safety Health and Environments (QSHE) from department reps.
Insurance
To be the lead point of contact for insurance queries and reporting across the organisation including events, transport, retail, incidents and claims.
To lead in collating all information for renegotiating insurance cover to ensure value for money.
General Duties
Work in a collaborative way for both Hospice sites and all departments as required, to ensure a consistently high approach is maintained. To provide operational Facilities support to all areas of the Hospice, to support colleagues to carry out their duties safely and efficiently, while achieving cost effectiveness and clarity of expenditure.
Supervising appropriate contractors on site. Providing a clear first point of contact for email correspondence to the Hospice Facilities and Insurance email accounts.
Support corporate volunteers providing guidance or signposting as appropriate.
Confidentiality
All employees are required to uphold the confidentiality of all information records in whatever format, encountered in the course of employment and after it.
- All employees are bound by the requirements of the General Data Protection Regulations when, in the course of their employment, they deal with information records relating to individuals
Equality and Diversity
The Hospice is committed to promoting an environment that values diversity. All staff are responsible for ensuring that they treat individuals equally and fairly and do not discriminate on the grounds of age, disability, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, religion or belief, sex and sexual orientation. The Hospice expects all staff to behave in a way which recognises and respects diversity in line with the appropriate standards.
Health and Safety
- All employees have a responsibility under the terms of the Health and Safety at Work Act1974 to protect and promote their own health and that of others in the workplace
- All employees must comply with all Hospice Health and Safety Procedures
Infection Control
The prevention and control of infection is the responsibility of everyone who is employed by the Hospice. Employees must be aware of infection control policies, procedures and the importance of protecting themselves and their clients in maintaining a clean and healthy environment.
Information Governance
- All employees are responsible for ensuring they undertake any training relating to information governance, read the Hospices policies, procedures and guidance documents relating to information governance, and understanding how this affects them in their role.
Professional Development
- All employees must participate in an annual appraisal and develop a personal development plan with their Line Manager
- All employees are responsible for maintaining their statutory and mandatory training.
Safeguarding Children, Young People and Vulnerable Adults
- The Hospice is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults. All employees and volunteers are therefore expected to behave in such a way that supports this commitment.
The job description is not exhaustive and may be amended following appropriate consultation in the light of business needs
Job description
Job responsibilities
Job Purpose
To provide administration and support within the Facilities team, including Housekeeping, Maintenance, Health and Safety, Fleet Management and Insurance.
Main Duties and Responsibilities
Administration
To assist the Facilities Manager in the day-to-day operations and maintenance of the two hospices, including HVAC, electrical, and plumbing systems, to ensure a safe and efficient working environment.
To assist the Facilities Manager in negotiating and managing the service contracts with external vendors and service providers, including cleaning, security, and landscaping, to ensure quality services are obtained at cost-effective rates.
Ensure licences are up to date and appropriate for the Hospice advising any issues to the Facilities Manager.
Collating and maintaining information and statistics e.g. vehicle usage, and others as needed by department or wider organisation.
Compliance
Overseeing the statutory compliance calendar for the building and infrastructure to ensure jobs are completed to time, liaising with contractors to ensure timescales are adhered to and procedures are followed.
Coordinating with the Facilities Manager and the Maintenance Teams to ensure remedial works are undertaken.
Providing reports to the Facilities Manager on statutory compliance.
Ensuring that all HSE policies and procedures are up to date, are in place and are displayed within the relevant areas
Assist with Health and safety duties and advice. Carry out DSE assessments and reviews (trained to do this) with employees, undertaking and advising on risk assessments.
Financial recharging and records
To procure equipment and services to support Facilities and other teams where necessary, ensuring value for money, items being appropriate for use (including infection prevention and control).
Fleet
To ensure the Hospice vehicles are up to date with servicing and MOTs, booking in any repairs as necessary.
To ensure staff who drive Hospice vehicles have submitted their driving licence for inspection annually and have the appropriate licences to comply with insurance requirements.
Apply for and maintain disabled badges and fuel cards.
Ensure Hospice vehicles have appropriate certification including Road Tax renewal.
Keep statistics of vehicle usage for the Facilities Manager.
Health and Safety
To support the Facilities Manager in gathering information and reports for the organisations Health and Safety Committee.
To act as secretary for the Committee, taking minutes and ensuring papers are circulated in accordance with the Terms of Reference.
Use knowledge of IOSH to help to embed a positive culture within the Hospice in relation to Health and safety.
To collect Monthly Safety Health and Environments (QSHE) from department reps.
Insurance
To be the lead point of contact for insurance queries and reporting across the organisation including events, transport, retail, incidents and claims.
To lead in collating all information for renegotiating insurance cover to ensure value for money.
General Duties
Work in a collaborative way for both Hospice sites and all departments as required, to ensure a consistently high approach is maintained. To provide operational Facilities support to all areas of the Hospice, to support colleagues to carry out their duties safely and efficiently, while achieving cost effectiveness and clarity of expenditure.
Supervising appropriate contractors on site. Providing a clear first point of contact for email correspondence to the Hospice Facilities and Insurance email accounts.
Support corporate volunteers providing guidance or signposting as appropriate.
Confidentiality
All employees are required to uphold the confidentiality of all information records in whatever format, encountered in the course of employment and after it.
- All employees are bound by the requirements of the General Data Protection Regulations when, in the course of their employment, they deal with information records relating to individuals
Equality and Diversity
The Hospice is committed to promoting an environment that values diversity. All staff are responsible for ensuring that they treat individuals equally and fairly and do not discriminate on the grounds of age, disability, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, religion or belief, sex and sexual orientation. The Hospice expects all staff to behave in a way which recognises and respects diversity in line with the appropriate standards.
Health and Safety
- All employees have a responsibility under the terms of the Health and Safety at Work Act1974 to protect and promote their own health and that of others in the workplace
- All employees must comply with all Hospice Health and Safety Procedures
Infection Control
The prevention and control of infection is the responsibility of everyone who is employed by the Hospice. Employees must be aware of infection control policies, procedures and the importance of protecting themselves and their clients in maintaining a clean and healthy environment.
Information Governance
- All employees are responsible for ensuring they undertake any training relating to information governance, read the Hospices policies, procedures and guidance documents relating to information governance, and understanding how this affects them in their role.
Professional Development
- All employees must participate in an annual appraisal and develop a personal development plan with their Line Manager
- All employees are responsible for maintaining their statutory and mandatory training.
Safeguarding Children, Young People and Vulnerable Adults
- The Hospice is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults. All employees and volunteers are therefore expected to behave in such a way that supports this commitment.
The job description is not exhaustive and may be amended following appropriate consultation in the light of business needs
Person Specification
Qualifications
Essential
- Educated to A level/NVQ Level 3 or equivalent
Desirable
- Database/spreadsheet qualification
- Business Administration qualification
Personal skills and attributes
Essential
- Excellent written and verbal communication skills
- Excellent Administrative skills
- Ability to use initiative
- Flexibility as a team member
- Good planning and organisational skills
- Ability to work accurately to deadlines and to work under pressure
Desirable
- Customer service knowledge
Experience
Essential
- Competent in all Microsoft packages, Word, Excel, PowerPoint.
- Experience in similar role
- Minute taking and transcribing skills
- High level of accuracy and attention to detail
- Experience in establishing and maintaining office systems
Desirable
- Experience in an Estates/Facilities environment
- Experience in a healthcare setting
- Experience as part of an administration support team
Person Specification
Qualifications
Essential
- Educated to A level/NVQ Level 3 or equivalent
Desirable
- Database/spreadsheet qualification
- Business Administration qualification
Personal skills and attributes
Essential
- Excellent written and verbal communication skills
- Excellent Administrative skills
- Ability to use initiative
- Flexibility as a team member
- Good planning and organisational skills
- Ability to work accurately to deadlines and to work under pressure
Desirable
- Customer service knowledge
Experience
Essential
- Competent in all Microsoft packages, Word, Excel, PowerPoint.
- Experience in similar role
- Minute taking and transcribing skills
- High level of accuracy and attention to detail
- Experience in establishing and maintaining office systems
Desirable
- Experience in an Estates/Facilities environment
- Experience in a healthcare setting
- Experience as part of an administration support team
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
