Job summary
The Secret Garden is found within a victorian walled garden within the grounds of Glenfield Hospital. It is a hidden gem of history, tranquillity and nature.
The aim of the Secret Garden is to reserve the rich heritage of the garden and bring a wealth of opportunities and pleasure back to the community, as well as providing a peaceful, reflective space for staff, visitors and patient relatives away from the hospital.
The role of Activity and Administration Coordinator is to support the Secret Garden Project Lead to design, develop and deliver person-centred health and wellbeing activity programmes and social events for people of all ages including those with disabilities.
Main duties of the job
The fundamental purpose of The Secret Garden Project is to enhance health and wellbeing of our patients, their families, staff who care for our patients, visitors and the wider community.
As part of the overall Secret Garden Delivery Plan, activity programmes and social events will be delivered to a varied mix of people including those with disabilities, with the objective of improving the health and wellbeing of participants and to provide opportunities for social interaction.
To deliver the objectives of the Delivery Plan, the post holder will provide excellent administration and coordination support to the Secret Garden Project Lead and Horticultural Therapist ensuring all activity programmes and social events are delivered both effectively and efficiently. The main duties and responsibilities of the post holder will be:
About us
We are one of the biggest and busiest NHS trusts in the country, incorporating the General, Glenfield and Royal Infirmary hospitals. We have our very own Children's Hospital and run one of the country's leading heart centres.
Our team is made up of more than 17,000 staff providing a range of services primarily for the one million residents of Leicester, Leicestershire and Rutland.
We work with partners at the University of Leicester and De Montfort University providing world-class teaching to nurture and develop the next generation of doctors, nurses and other healthcare professionals, many of whom go on to spend their working lives with us.
Our purpose is to provide 'Caring at its best' and our staff have helped us create a set of values that embody who we are and what we're here to do. They are:
- We focus on what matters most
- We treat others how we would like to be treated
- We are passionate and creative in our work
- We do what we say we are going to do
- We are one team and we are best when we work together
Our patients are at the heart of all we do and we believe that 'Caring at its best' is not just about the treatments and services we provide, but about giving our patients the best possible experience.
About the University Hospitals of Leicester NHS Trust: (leicestershospitals.nhs.uk)
Job description
Job responsibilities
KEY WORKING RELATIONSHIPS
External:
Primary care providers
Schools, Colleges, Universities and other teaching establishments
Environmental Trusts
Community Groups
Corporate Local Businesses
Established Secret Garden Volunteer Groups
New Customers/Service users
Internal:
Service Users patients and staff
Occupational Health
Clinical teams exit pathways
Volunteer Services UHL
UHL Charity Team
UHL Communication Team
Other Secret Garden team members
Estates and Facilities repairs and maintenance, cleaning and housekeeping services
KEY RESULT AREAS
The coordination of person-centered horticultural activity programmes for people of all ages including those with disabilities
To liaise with internal and external statutory and voluntary services to provide a multidisciplinary, person-centered approach to health and wellbeing activity programmes
The maintaining of the Secret Garden events diary and providing support when required to ensure all events run smoothly
To ensure all invoices are raised in a timely manner ensuring all monies owed to the Trust are fully recovered
The completion and recording of Risk Assessments and site inductions for activities carried out in the Secret Garden where applicable
The maintenance of relevant records and databases, site Health & Safety folders etc.
To carry out an evaluation assessment and to produce an evaluation report for each activity programme delivered
To maintain and monitor the project asset list and PMM schedule, raising repairs when required
To provide general administration support to the wider Secret Garden team when required
To supervise volunteers allocated to activity programmes when required
To promote gardening and horticulture to the general public.
Service Delivery & Development
Where appropriate, the post holder will be required to provide administrative assistance to the Secret Garden Project Lead to ensure that project work is delivered on time and within budget.
Governance
The post holder will be responsible for ensuring appropriate administration systems are in place to evidence ongoing compliance with local and national policies as required for CQC standards.
Patient/Customer Service
The post holder will be responsible for ensuring that consistently high standards of customer service are delivered by the collecting and monitoring of visitor feedback.
GENERAL
This job description indicates the main functions and responsibilities of the post. It is not intended to be a complete list. You may be required to undertake other duties from time to time as we may reasonably require.
You will be required to maintain compliance with all statutory and mandatory training requirements
Job description
Job responsibilities
KEY WORKING RELATIONSHIPS
External:
Primary care providers
Schools, Colleges, Universities and other teaching establishments
Environmental Trusts
Community Groups
Corporate Local Businesses
Established Secret Garden Volunteer Groups
New Customers/Service users
Internal:
Service Users patients and staff
Occupational Health
Clinical teams exit pathways
Volunteer Services UHL
UHL Charity Team
UHL Communication Team
Other Secret Garden team members
Estates and Facilities repairs and maintenance, cleaning and housekeeping services
KEY RESULT AREAS
The coordination of person-centered horticultural activity programmes for people of all ages including those with disabilities
To liaise with internal and external statutory and voluntary services to provide a multidisciplinary, person-centered approach to health and wellbeing activity programmes
The maintaining of the Secret Garden events diary and providing support when required to ensure all events run smoothly
To ensure all invoices are raised in a timely manner ensuring all monies owed to the Trust are fully recovered
The completion and recording of Risk Assessments and site inductions for activities carried out in the Secret Garden where applicable
The maintenance of relevant records and databases, site Health & Safety folders etc.
To carry out an evaluation assessment and to produce an evaluation report for each activity programme delivered
To maintain and monitor the project asset list and PMM schedule, raising repairs when required
To provide general administration support to the wider Secret Garden team when required
To supervise volunteers allocated to activity programmes when required
To promote gardening and horticulture to the general public.
Service Delivery & Development
Where appropriate, the post holder will be required to provide administrative assistance to the Secret Garden Project Lead to ensure that project work is delivered on time and within budget.
Governance
The post holder will be responsible for ensuring appropriate administration systems are in place to evidence ongoing compliance with local and national policies as required for CQC standards.
Patient/Customer Service
The post holder will be responsible for ensuring that consistently high standards of customer service are delivered by the collecting and monitoring of visitor feedback.
GENERAL
This job description indicates the main functions and responsibilities of the post. It is not intended to be a complete list. You may be required to undertake other duties from time to time as we may reasonably require.
You will be required to maintain compliance with all statutory and mandatory training requirements
Person Specification
Training & Qualifications
Essential
- Evidence of formal/informal administrative training
- Evidence of formal/informal customer service training
Experience
Essential
- At least 1 year experience in a similar role (public or private sector) environment.
- Evidence of delivery under pressure, managing own workload to tight deadlines
- Experience of delivering quality services
Communication and relationship skills
Essential
- Excellent verbal and written communication skills
- Commitment to partnership working arrangements
Desirable
- Well developed and evidenced negotiating/influencing skills to anticipate and avoid conflict and to be able to resolve disputes
Analytical and Judgement skills
Essential
- Well developed and evidenced IT literacy, (particularly word processing and Excel spread sheets), skills
Skills
Essential
- Able to travel and have use of own vehicle
- Be physically fit
Planning and organisation skills
Essential
- Good time management skills with the ability to prioritise workload to meet tight deadlines
Equality, Diversity and Inclusion
Essential
- Able to demonstrate a commitment to and understanding of the importance of treating all individuals with dignity and respect appropriate to their individual needs.
- All staff are expected to engage in compassionate and inclusive leadership in the provision of high quality care and interactions with others
Other requirements specific to the role
Essential
- Adaptable and flexible to deal with competing demands
- Ability to work unsupervised
- Team player
- Be able to work outside normal office hours occasionally if required
Commitment to Trust Values and Behaviours
Essential
- Must be able to demonstrate behaviours consistent with the Trust's Values and Behaviours
Person Specification
Training & Qualifications
Essential
- Evidence of formal/informal administrative training
- Evidence of formal/informal customer service training
Experience
Essential
- At least 1 year experience in a similar role (public or private sector) environment.
- Evidence of delivery under pressure, managing own workload to tight deadlines
- Experience of delivering quality services
Communication and relationship skills
Essential
- Excellent verbal and written communication skills
- Commitment to partnership working arrangements
Desirable
- Well developed and evidenced negotiating/influencing skills to anticipate and avoid conflict and to be able to resolve disputes
Analytical and Judgement skills
Essential
- Well developed and evidenced IT literacy, (particularly word processing and Excel spread sheets), skills
Skills
Essential
- Able to travel and have use of own vehicle
- Be physically fit
Planning and organisation skills
Essential
- Good time management skills with the ability to prioritise workload to meet tight deadlines
Equality, Diversity and Inclusion
Essential
- Able to demonstrate a commitment to and understanding of the importance of treating all individuals with dignity and respect appropriate to their individual needs.
- All staff are expected to engage in compassionate and inclusive leadership in the provision of high quality care and interactions with others
Other requirements specific to the role
Essential
- Adaptable and flexible to deal with competing demands
- Ability to work unsupervised
- Team player
- Be able to work outside normal office hours occasionally if required
Commitment to Trust Values and Behaviours
Essential
- Must be able to demonstrate behaviours consistent with the Trust's Values and Behaviours
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
