Job summary
We have an opportunity for an experienced full-time Office Co-ordinator to join our Adult Services Care Team, located at our Fair Havens Hospice, adjacent to beautiful Priory Park in Southend on Sea.
Please note that the charity reserves the right to close this posting early should we receive sufficient applications.
We regret that Havens Hospices does not offer sponsorship opportunities.
Main duties of the job
You will work as part of the wider team of coordinators within our Adult Services Care Teams, to ensure that services are streamlined with robust internal pathways, as well as undertaking administrative duties as required.
About us
At Havens Hospices, we care for children, young people and adults with complex or incurable conditions. Our specialist Care Teams can support them and their family living throughout illness, death and bereavement in the comfort of their own home and through our hospice services, Fair Havens and Little Havens.
Working at Havens Hospices allows you to give the gift of time to patients and families, creating memories. Although you may not be giving direct care to our patients, your contribution will have an immediate effect on our care services.
In return for your expertise and passion, you will receive a competitive salary package, and most of all, by making the most of every day you work at Havens Hospices you'll be helping us continue 'Making every day count' for those who need us most.
At Havens Hospices we are committed to safeguarding and promoting the welfare of our employees and patients and expect all colleagues to share this commitment.
We value diversity and welcome applications from all sections of the community.
Job description
Job responsibilities
- Assist as required to put planned visits onto SystmOne and end visits on SystmOne as required.
- Daily monitoring of Fair Havens Care Teams shared email accounts and actioning emails to manage referrals etc.
- Complete CQC death notifications.
- Provide secretarial/administrative support as required to the Fair Havens Care Teams.
- Collate compliments received.
- Support the Fair Havens Care Teams with rota management and maintenance and maintaining changes on the electronic rota including sickness, shift changes, 1-1/appraisal planning etc.
- Support the Fair Havens Matrons with export of monthly timesheets and excess hours forms to payroll
- To oversee mileage claims by collating and checking forms or by use of electronic system as developed.
- To collect fuel receipts for sending to finance monthly.
- Assist Fair Havens Care Teams with the preparation of education programmes as required.
- Provide secretarial support for Fair Havens care teams meetings including planned dates, room bookings, invites, agendas, action points from meetings and taking and distributing of minutes to Fair Havens Care Teams and maintaining electronic records.
- Responsible for ordering new staff uniforms.
- Preparing induction paperwork for new staff, collating staff details, next of kin details, car insurance for business use and contacts.
- Responsible for the completion of invoices/purchase orders on the Sage system as appropriate.
- General office duties including scanning, photocopying etc.
- Ensure any patient paper records are scanned onto SystmOne in a timely manner to ensure consistent record keeping.
- To foster a can do culture by actively seeking solutions to problems.
- To foster a good working relationship with all Trustees, Executive and department staff with whom the job interacts.
- To attend staff meetings as required.
- To identify own on-going educational needs and discuss with the Adult Services Matron[s] to achieve those development needs.
- To be prepared to develop skills and competencies that are required to meet the demands of the role as it evolves over time.
- To always conduct yourself in a professional manner.
- To carry out all aspects of your role positively and with enthusiasm.
- Participate in appropriate internal and external educational programmes to ensure continued professional development and accurate and up to date knowledge.
- To act in a manner that safeguards the interests of beneficiaries and upholds public trust and confidence in the hospice.
Job description
Job responsibilities
- Assist as required to put planned visits onto SystmOne and end visits on SystmOne as required.
- Daily monitoring of Fair Havens Care Teams shared email accounts and actioning emails to manage referrals etc.
- Complete CQC death notifications.
- Provide secretarial/administrative support as required to the Fair Havens Care Teams.
- Collate compliments received.
- Support the Fair Havens Care Teams with rota management and maintenance and maintaining changes on the electronic rota including sickness, shift changes, 1-1/appraisal planning etc.
- Support the Fair Havens Matrons with export of monthly timesheets and excess hours forms to payroll
- To oversee mileage claims by collating and checking forms or by use of electronic system as developed.
- To collect fuel receipts for sending to finance monthly.
- Assist Fair Havens Care Teams with the preparation of education programmes as required.
- Provide secretarial support for Fair Havens care teams meetings including planned dates, room bookings, invites, agendas, action points from meetings and taking and distributing of minutes to Fair Havens Care Teams and maintaining electronic records.
- Responsible for ordering new staff uniforms.
- Preparing induction paperwork for new staff, collating staff details, next of kin details, car insurance for business use and contacts.
- Responsible for the completion of invoices/purchase orders on the Sage system as appropriate.
- General office duties including scanning, photocopying etc.
- Ensure any patient paper records are scanned onto SystmOne in a timely manner to ensure consistent record keeping.
- To foster a can do culture by actively seeking solutions to problems.
- To foster a good working relationship with all Trustees, Executive and department staff with whom the job interacts.
- To attend staff meetings as required.
- To identify own on-going educational needs and discuss with the Adult Services Matron[s] to achieve those development needs.
- To be prepared to develop skills and competencies that are required to meet the demands of the role as it evolves over time.
- To always conduct yourself in a professional manner.
- To carry out all aspects of your role positively and with enthusiasm.
- Participate in appropriate internal and external educational programmes to ensure continued professional development and accurate and up to date knowledge.
- To act in a manner that safeguards the interests of beneficiaries and upholds public trust and confidence in the hospice.
Person Specification
Qualifications
Essential
- GCSE or equivalent in Maths & English, at a pass grade.
Skills & Experience
Essential
- Demonstrable experience of administrative or clerical procedures and systems.
- Excellent Microsoft Office and IT skills, including Excel, PowerPoint, Word, Outlook
- Demonstrable office management and administration experience.
- Excellent written and verbal communication skills
- Experience of updating and maintaining records, databases, and other systems accurately and efficiently.
- Demonstrable minute and note-taking skills and experience
Desirable
- Experienced SystmOne user
- Rota management experience
Person Specification
Qualifications
Essential
- GCSE or equivalent in Maths & English, at a pass grade.
Skills & Experience
Essential
- Demonstrable experience of administrative or clerical procedures and systems.
- Excellent Microsoft Office and IT skills, including Excel, PowerPoint, Word, Outlook
- Demonstrable office management and administration experience.
- Excellent written and verbal communication skills
- Experience of updating and maintaining records, databases, and other systems accurately and efficiently.
- Demonstrable minute and note-taking skills and experience
Desirable
- Experienced SystmOne user
- Rota management experience
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.
