Administrative Assistant - Barnsley, United Kingdom - BARNSLEY HOSPICE

BARNSLEY HOSPICE

Verified Company

Barnsley, United Kingdom

3 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

The post holder will provide a broad range of administrative support to the Facilities Manager and the Facilities team.

They will also provide first line support to internal customers, assisting them with reporting and monitoring planned and reactive maintenance activities.

Organisation summary

Barnsley Hospice is a charity that provides specialist palliative and end of life care to hundreds of local people and those close to them each year.

Our main priority is to achieve the best possible quality of life for people living with a life-limiting illness, whilst supporting those close to them during the period of illness and bereavement.

As a specialist care provider, the range of skills we offer include, pain and symptom management, emotional support and end of life care.

The hospice currently employs about 100 people and has a team of volunteers, based both at the hospice and within our retail hub.

Key duties & responsibilities

Facilities and Health and Safety:

To carry out the necessary wordprocessing, database, and spreadsheet creation, editing and filing, ensuring accurate record keeping for the Facilities Department.
Ensure that financial procedures are followed in requesting quotes, raising purchase orders, receipting goods and services and supporting the Facilities Manager in monitoring spend against budget.
To maintain a high degree of customer service for all support queries, respond to enquiries from customers and help to resolve Facilities issues.
Coordinate and maintain the Facilities helpdesk using the relevant maintenance software systems.
Produce regular and ad hoc reports for the Facilities Manager and Health & Safety Lead.
To manage and maintain the approved list of contractors' Health & Safety file (Public Liability Insurance, Health & Safety Records, CSCS Cards and Tax certificates)
Support the Facilities Manager in liaising with other teams across the Hospice to identify their needs
To participate in relevant and appropriate training and development as required.

Contractors:

Maintaining up to date records for all contractors.

Training:

To support the Facilities Manager in monitoring training compliance across the Facilities team.

General:

To provide advice on policies and procedures to employees and managers, where appropriate.
To provide general administrative support to the Health and Safety Lead.
To take minutes at meetings as required.
Any other duty commensurate with the post, as directed by the Facilities Manager.

Other Responsibilities:

To act as an ambassador of the Hospice, maintaining honesty, integrity and trustworthiness at all times.
The post holder will be flexible in terms of working hours in order to meet service needs.

Learning and Development

To be responsible for the self - development of skills and competencies through participation in learning and development activities, and to maintain up to date technical and professional knowledge relevant to the post including but not limited to, the mandatory training requirements of the Hospice.

Safeguarding

Barnsley Hospice has a safeguarding policy for both adults and children and is committed to the safeguarding of adults, children and young people including those who are staff or volunteers.

All employees/ volunteers have a responsibility to meet the statutory requirements to safeguard and promote the welfare of both adults and children/ young people to ensure that they come to no harm and to raise any concerns regarding safeguarding.

All employees/ volunteers will be fully supported in raising any safeguarding concerns.

All employees must be aware of Hospice policies in relation to safeguarding and must adhere to them at all times.

Infection Prevention and Control
Infection Prevention and Control is the responsibility of all Barnsley Hospice staff.

All staff have a responsibility to protect patients, visitors, volunteers and employees against the risk of acquiring health care associated infections by consistently observing Barnsley Hospice Infection Prevention and Control Policies and procedures and best practice guidance in order to maintain high standards of Infection Prevention and Control.

Equality and Diversity

It is the responsibility of every member of staff and volunteer to understand the equality and diversity commitments and statutory obligations under the Equality Act 2010 and to act in ways that support equality and diversity and recognise the importance of people's rights in accordance with legislation, policies, procedures and good practice.

All employees and volunteers must value and treat everyone with dignity and respect, giving consideration without prejudice, respecting diversity and recognising peoples expressed beliefs, preferences and choices.

As such staff must recognise and report any behaviour that undermines equality under Hospice policy.

Finance
Promote efficiency, demonstrate cost-effectiv