Job summary
Lead
Administrator The Treehouse, Ipswich IP3 8NS
Hours:
22.5 hours per week
Tuesday & Thursday plus 1 other day
*
Opportunity for some hybrid working *
Salary:
£25,500 - £27,500 pro
rata, per annum dependent on experience
Permanent
Contract
Are you an
experienced administrator looking for a rewarding role in the charity sector?
We are seeking
a Lead Administrator to provide high-quality administrative support to
our Operational and Senior Leadership Team (SLT) within the Care directorate.
This is an exciting opportunity to be at the heart of a dynamic team,
supporting key projects and operations that directly impact our three-year care
strategy.
At East
Anglias Childrens Hospices (EACH), we are committed to providing the
highest quality care and support. Youll be part of a compassionate and
dedicated team that values empathy, commitment to quality, and teamwork.
What
Youll Do:
-
Provide
administrative support to the Heads of Service and Senior Leadership Team
-
Manage
electronic diaries and coordinate meetings
-
Prepare
and circulate meeting papers, take minutes, and track action plans
-
Assist
with recruitment processes such as shortlisting and interview arrangements
-
Manage
administrative tasks related to SystmOne, reports, and audits
-
Act as a
first point of contact for the Senior Care Team
-
Support
the Executive Assistant in preparing reports and documents
Main duties of the job
What
Were Looking For:
-
Strong
administrative experience, ideally in healthcare or charity sectors
-
Advanced
IT skills including Microsoft Office (Word, Excel, Outlook, PowerPoint)
-
Experience
in minute-taking, report preparation, and data collation
-
Exceptional
organisation and attention to detail
-
Ability
to work independently and manage multiple tasks efficiently
-
Excellent
interpersonal skills and a proactive approach
-
Full
driving licence and access to transport for occasional travel across East
Anglia
Interview Date: 26th February 2025
If you are
passionate about making a difference and have the skills to excel in this role,
we would love to hear from you!
About us
Comprehensive range of benefits:
- Free onsite parking & subsidised meals at our hospices
- Pool car provided when working in the community
- NHS pension - continuation if already contributing
- Enhanced Annual leave Entitlement - 27 days + 8 UK Bank Holidays
- Additional holiday purchase scheme
- AVIVA pension package up to 7% Employer Contribution including Life Assurance
- Free eye tests & cycle to work scheme
- Wellbeing support & Employee Assistance Programme
East Anglia's Children's Hospices (EACH)supports families and cares for children and young people with life threatening conditions across Cambridgeshire, Essex, Norfolk and Suffolk.
We are extremely proud to say all three of our hospice services were rated OUTSTANDING when last inspected by the Care Quality Commission. This fantastic achievement is due to the commitment and professionalism of our wonderfully dedicated employees and volunteers.
At EACH we are committed to promoting equality and respecting diversity. We actively welcome applications from all sections of the community, in particular from eligible candidates from BAME backgrounds.
EACH is proud to be Investors in People accredited.
Job description
Job responsibilities
Job Summary:
To
provide an effective and efficient administrative support service for the
Operational and Senior Leadership Teams.
Responsibilities
- Provide
administrative support to Heads of
Service and Senior Leadership Team to facilitate the development and progress of identified
projects in line with the 3 year care strategy.
- Support the
management of the electronic diaries of the Director of Care and Heads of
Service as and when required.
- Ensure that all
meeting papers are prepared and circulated to all attendees within agreed
timescales
- Provide
administrative support to Operational Leadership and Senior Leadership Team
meetings.
- Support SLT
with recruitment processes including shortlisting and arranging
interviews.
- Attend regular
weekly, monthly and quarterly meetings, produce minutes and update action plans
for designated meetings including Operational Leadership Team, Central Panel,
Quality & Safety groups and other meetings when required.
- Follow up and
complete administrative actions from meetings (within scope of practice) e.g.
review of policies, procedures and SOPs.
- Access
information from SystmOne, the Care Records system, for Central Panel meetings
and collate information for reports as requested.
- Coordinate
administration activity for the Senior Leadership Team including the Director
of Care and Heads of Service, maintaining effective office systems including
developing and managing databases and supporting audit activities.
- Run reports
from the Incident Reporting System as required.
- Act as a point
of contact for the Senior Care Team, proactively prioritising and following up
on actions, dealing and responding to queries and forwarding them as
appropriate.
- Draft SystmOne
letter templates and other documents, for example staffing rotas for the Senior
Care Team, generating and sharing lists of planned closures, drafting reporting
templates, audits and structure reviews and charts as and when required.
- Support the
Executive Assistant in coordinating the collection of data in order to prepare
draft reports and documents as and when required.
- Provide hospice
admin support across sites as and when required.
- Process
incoming Clinical Safety Alerts and distribute them as required.
Job description
Job responsibilities
Job Summary:
To
provide an effective and efficient administrative support service for the
Operational and Senior Leadership Teams.
Responsibilities
- Provide
administrative support to Heads of
Service and Senior Leadership Team to facilitate the development and progress of identified
projects in line with the 3 year care strategy.
- Support the
management of the electronic diaries of the Director of Care and Heads of
Service as and when required.
- Ensure that all
meeting papers are prepared and circulated to all attendees within agreed
timescales
- Provide
administrative support to Operational Leadership and Senior Leadership Team
meetings.
- Support SLT
with recruitment processes including shortlisting and arranging
interviews.
- Attend regular
weekly, monthly and quarterly meetings, produce minutes and update action plans
for designated meetings including Operational Leadership Team, Central Panel,
Quality & Safety groups and other meetings when required.
- Follow up and
complete administrative actions from meetings (within scope of practice) e.g.
review of policies, procedures and SOPs.
- Access
information from SystmOne, the Care Records system, for Central Panel meetings
and collate information for reports as requested.
- Coordinate
administration activity for the Senior Leadership Team including the Director
of Care and Heads of Service, maintaining effective office systems including
developing and managing databases and supporting audit activities.
- Run reports
from the Incident Reporting System as required.
- Act as a point
of contact for the Senior Care Team, proactively prioritising and following up
on actions, dealing and responding to queries and forwarding them as
appropriate.
- Draft SystmOne
letter templates and other documents, for example staffing rotas for the Senior
Care Team, generating and sharing lists of planned closures, drafting reporting
templates, audits and structure reviews and charts as and when required.
- Support the
Executive Assistant in coordinating the collection of data in order to prepare
draft reports and documents as and when required.
- Provide hospice
admin support across sites as and when required.
- Process
incoming Clinical Safety Alerts and distribute them as required.
Person Specification
Qualifications
Essential
- Advanced user of software systems including Microsoft Work, Excel, Outlook, Explorer, Powerpoint
- Knowledge of databases
- Knowledge of IT and communication systems
Desirable
- NVQ in Business Administration or equivalent qualification
- Good working knowledge of SystmOne patient record system
Skills & Abilities
Essential
- Thorough and organised with good attention to detail
- Confident and proactive style with the ability to work on own initiative and as part of a team
- A self-starter with the ability to work autonomously with minimum supervision
- Confident and professional telephone manner
- Excellent verbal, written, numeracy, IT and communication skills
- Excellent timekeeping and problem solving skills
- Ability to plan and prioritise workloads and meet deadlines
- Ability to work effectively with people with diverse skills, abilities and experience
- Ability to handle emotional information of a confidential nature
- Ability to contribute suggestions to improve systems and procedures
- Excellent interpersonal skills and the ability to develop strong working relations with internal and external contacts
- Ability to remain calm under pressure and demonstrate a positive self-awareness of person and emotional responses
Experience
Essential
- Experience of working in an administrative role
- Experience of servicing meetings including preparing papers and minute taking
- Experience of electronically collating and reporting on data
Desirable
- Experience of working remotely
- Experience of working within a healthcare setting
Other Requirements
Essential
- Full driving licence with access to own transport and confidence to drive between locations in East Anglia to attend training and meetings as required.
Person Specification
Qualifications
Essential
- Advanced user of software systems including Microsoft Work, Excel, Outlook, Explorer, Powerpoint
- Knowledge of databases
- Knowledge of IT and communication systems
Desirable
- NVQ in Business Administration or equivalent qualification
- Good working knowledge of SystmOne patient record system
Skills & Abilities
Essential
- Thorough and organised with good attention to detail
- Confident and proactive style with the ability to work on own initiative and as part of a team
- A self-starter with the ability to work autonomously with minimum supervision
- Confident and professional telephone manner
- Excellent verbal, written, numeracy, IT and communication skills
- Excellent timekeeping and problem solving skills
- Ability to plan and prioritise workloads and meet deadlines
- Ability to work effectively with people with diverse skills, abilities and experience
- Ability to handle emotional information of a confidential nature
- Ability to contribute suggestions to improve systems and procedures
- Excellent interpersonal skills and the ability to develop strong working relations with internal and external contacts
- Ability to remain calm under pressure and demonstrate a positive self-awareness of person and emotional responses
Experience
Essential
- Experience of working in an administrative role
- Experience of servicing meetings including preparing papers and minute taking
- Experience of electronically collating and reporting on data
Desirable
- Experience of working remotely
- Experience of working within a healthcare setting
Other Requirements
Essential
- Full driving licence with access to own transport and confidence to drive between locations in East Anglia to attend training and meetings as required.
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.
