Agenda for Change s1

St. Andrews’s Hospice

JOB DESCRIPTION

1. JOB IDENTIFICATION

Job Title: Administration Assistant

Reports to: Capital Appeal Director
Directorate: Capital Appeal
Department: Capital Appeal
Hours of Work: up to 35 hours a week , normal office hours 9.00am to 4.30pm, with flexibility
Responsible For: Administration & Fundraising across the spectrum from grassroots to corporate
Bodies
Responsible for growing and maximising income from fundraising events/treks, community fundraising from donors and third party events, developing contacts for income generation and constantly seeking ways of generating new products to generate income and raise awareness of the work of St Andrew’s Hospice. Post holder should also take responsibility for organising, promoting and managing allocated events/campaigns and maximising participant levels and undertaking any other duties as required. This role also involves collecting cheques, delivering presentations and talks to various community church groups, organisations and businesses to further promote the work of the Hospice and engage new donors as directed by the Fundraising Co-ordinator.
No of Job Holders: 1
Last Update: November 2014

2. JOB PURPOSE

To deliver administration services to ensure good support to the Capital Appeal Department
To assist in the governance process by giving administrative support to all relevant committees
To work on own initiative to investigate and support the development of our Appeal working with the
statutory regulations incorporating best practice and national service guidelines.
To assist in the production of regular reports including an annual report and demonstrate the Appeal process
To support the Director in all aspects of the capital appeal.
To monitor outcomes and service satisfaction.
To maintain accurate records regarding all areas of responsibility with the Capital Appeal office.
To service all relevant committee and governance meetings maintaining all appropriate records.
To work with the Capital Appeal Director and the Hospice Fundraising Team.
With direction from Capital Appeal Director, post holder should take responsibility for the planning, development, organisation and overall financial success of allocated events/treks within agreed level of expenditure.
To encourage, develop, build and nurture advantageous links with donors at all levels, including individuals, communities and corporate bodies, businesses/church groups/any other organisations.
Constantly trying to target and identify a variety of additional fundraising activities.
To deliver presentations and talks to various corporate bodies, businesses HNW1, community/church groups and organisations to further promote the work of the Hospice and engage with new donors as directed by Fundraising Co-ordinator.
To engage with all current supporters and establish new supporter relationships and maintain this contact to benefit fundraising at St Andrew’s Hospice.
In all activities, the post holder will maintain good relations with patients, relatives and colleagues, and demonstrate understanding of, and compliance with, the values and ethos of St Andrew’s Hospice.
3. DIMENSIONS
St. Andrew’s Hospice provides specialist palliative care services to the people of Lanarkshire. It is a specialist resource for those individuals receiving palliative care, who have particularly complex needs that cannot be fully met in their usual place of care. We strive to meet physical, emotional, social and spiritual needs providing the highest standard of patient centred care possible while ensuring choice, dignity, self esteem and an enhanced quality of life. We engage with family and friends offering them support and bereavement counselling.
The Hospice is a Company limited by guarantee and a registered charity and is required by separate and differing legislation to meet finance governance and regulatory requirements.
The Capital Appeal Team provides support to the Chief Executive and Board of Trustees.
Total of 200 staff plus 500+ volunteers.
The hospice has a 32 bedded in-patient unit, day hospice, bereavement service, education department, fundraising, retail and support services. The hospice also has 16 shops throughout towns in North and South Lanarkshire.
Annual running cost are in the region of £6.2m
Statutory Income from NHS Lanarkshire in the region of (NHSL): £2m
Annual Budget 2014/15 : Income required: Approximately £4.2m

4. ORGANISATIONAL POSITION

5. ROLE OF THE HOSPICE AND DEPARTMENT

St Andrew’s envisions a community where access to specialist palliative care services and support is available equitably throughout Lanarkshire.
St Andrew’s is a specialist resource for those individuals receiving palliative care who have particularly complex needs that cannot be fully met in their usual place of care. The hospice strives to meet physical, emotional, social and spiritual needs providing the highest standard of patient centre care possible while ensuring choice, dignity and self esteem and an enhanced quality of life. The hospice engages with family and friends offering them support and bereavement counselling.
Working in collaboration with NHS Lanarkshire and other agencies, the hospice strives to promote excellence in palliative care through facilitation, enablement and support throughout the community.
St Andrew’s is widely acknowledged as a centre of specialist palliative care expertise. The organisation is committed to research and provides extensive education and training opportunities for both internal and external healthcare professionals. Professional development is essential to ensure that the hospice takes a leading role in facilitating the highest quality evidence based palliative care for patients.
The role of the Administration & Fundraising Officer is to establish, facilitate and maintain appropriate governance structures, processes and targets for the Capital Appeal within the Hospice to assure the highest possible level of care is provided, meeting, as a minimum, all appropriate reports and record keeping.
To achieve strong sustained net income growth in accordance with agreed targets in order to enable the Hospice to meet its operational and strategic aims.
To communicate the value of the Hospice both locally and nationally to raise brand awareness and promote services as a leading provider of specialist palliative care.
To at all times promote every area of the fundraising department.
To encourage existing and potential supporters to participate in all fundraising events/treks/campaigns whilst constantly trying to target and identify a variety of additional fundraising activities.
To engage with all current supporters and establish new supporter relationships and maintain this contact to benefit fundraising at St Andrew’s Hospice.
To professionally represent St Andrew’s Hospice and at all times provide excellent donor care and customer service to all supporters/event participants (this includes face to face interaction, contact by telephone, email, letter and all other communication mediums).
To engage with members of the public and encourage individuals and groups to provide voluntary support as required.
To establish and maintain relationships to benefit the fundraising department and any fundraising promotional initiatives.

6. MAIN TASKS, DUTIES AND RESPONSIBILITIES

Core Duties:

· To prepare the organisation for statutory inspection visits through the provision and update of key documentation and provide the administrative support to ensure the regular assessment of performance in relation to the Capital Appeal.
· To minute meetings and establish monitoring systems and maintain accurate records to support all governance processes within the Hospice.
· To maintain records of service outcome measures which capture the effectiveness of the Capital Appeal.
· To assist in the development of reports that will feed into the process and publication of the overall Annual Report.
· To provide the administrative support to the Capital Appeal Director & Team to enable the appeal target to be met.
· To develop administrative systems to ensure everything is adaptable , transparent, well documented and organised.
· To work with the Head of Quality and Governance to develop a regular focus group of current service recipients to engage and gather “live” views. This will be a dynamic group which will evolve and change as people move through the service.
· To encourage existing and potential supporters to participate in all fundraising events/treks/campaigns whilst constantly trying to target and identify a variety of additional fundraising activities.
· To engage with all current supporters and establish new supporter relationships and maintain this contact to benefit fundraising at St Andrew’s Hospice.
· To encourage existing and potential supporters to participate in all fundraising events/treks/campaigns whilst constantly trying to target and identify a variety of additional fundraising activities.
· To engage with all current supporters and establish new supporter relationships and maintain this contact to benefit fundraising at St Andrew’s Hospice.
· To foster thoughtful, courteous and caring relationships with colleagues, donors, supporters, organisations and businesses.
· To engage with members of the public and encourage individuals and groups to provide voluntary support as required.
· To support other groups with 3rd party fundraising activities which are held on behalf of the Hospice promoting the ethos of the Hospice in accordance with Hospice good practice and philosophy.
· To undertake other duties as required.
· This post will involve working outside of normal office hours, during evening and weekends in accordance with the demands of the role and the department.
· At all times to ensure that the highest professional standards and adhere to all codes of practices, hospice policies and legislation (Health and Safety, Data Protection etc).
· To promote at all times to ethos and mission of St Andrew’s Hospice and the Sisters of Charity.
· Upholding the organisations integrity and reputation by reflecting and complying with the Hospice mission, objectives, policies and ethical values.
This list is not exhaustive. This Job Description can be changed at the discretion of the Chief Executive or Deputy Chief Executive. Other duties within your capabilities may be required.
In all activities, the post holder will maintain good relations with patients, relatives and colleagues, and demonstrate understanding of, and compliance with, the values and ethos of St Andrew’s Hospice.

Professional Development:

· Maintaining current IT skills and in particular to se relating to Excel, Outlook and Microsoft Word and database creation.
· To understand research methodologies and be able to establish monitoring systems

Other:

· Attend annual in-house training including mandatory updates on health and safety, fire safety, moving and handling and other mandatory training as required.
· Work within agreed Hospice policies, procedures and guidelines.
· Attend updates and courses in order to maintain own knowledge and skills.
This job description is an outline of the duties of the post and is not meant to be a detailed summary. Other duties may be required according to the needs of the Hospice. The job description may be subject to agreed amendment in the light of experience and the need for change.
Ethos and Mission of the Hospice
Lead by example and uphold the mission and ethos of the Hospice and of the Religious Sisters of Charity.
Working with volunteers:
Volunteers are a vital resource to the Hospice and it is the responsibility of all staff to treat them with respect and to value their contribution appropriately. If a volunteer is assigned to assist you at any time you will retain responsibilityfor the requirements of the job in terms of accuracy, efficiency and standards of completion. You should also ensure good communication and be aware of your responsibility towards the volunteer in terms of Health & Safety.
Annual Appraisal
All members of hospice staff receive an annual appraisal by their line manager. The purpose of the annual appraisal is to understand how well the job has been working in the previous year, assess progress towards the targets made at the previous annual appraisal and to set targets.
Conditions of Service
The employing authority is St. Andrew’s Hospice. Terms and conditions of service are set by the SMT of the Hospice.
Rehabilitation of Offenders Act 1974
This post is subject to an exemption order under the provision of Section 4 (2) of the above Act. We will apply to the Central Registered Body in Scotland (CRBS) for Disclosure for the successful candidate. Information on the disclosure process is available at www.crbs.org.uk or by phoning the CRBS on 01786 849777.
No Smoking Policy
St Andrew’s Hospice operates a No Smoking Policy within the Hospice Buildings & Grounds
Confidentiality
Hospice staff will become aware of information related to patients, staff and volunteers which must be treated confidentially. All staff are expected to read and adhere to the Confidentiality Policy.
Equal Opportunities
St. Andrew’s Hospice is an equal opportunities employer.
Sensory/physical demands & work environment:
· To work outside of standard working hours in accordance with the needs of the role, e.g. working early to organise/attend events/fundraising appointments as necessary, evening/weekend work for events and attending activities organized by 3rd party donors and supporters (including delivering presentations on the work of the Hospice).
· Moving and handling of Hospice promotional display stands, materials and various supplies required for events.
· Organising and participating in the training of volunteers or Hospice staff as deemed appropriate.
· Standing for and speaking for long periods during events or presentations on the work of the Hospice.
· Being able to deal with members of the public, volunteers and any situations professionally and sensitively during all events and within the Hospice in a confidential and courteous manner.
· Being mindful of the Hospice dignity at work policy in your every day dealings with colleagues and volunteers.
Mental Demands
· Prolonged periods speaking and concentration required.
· Dealing with the varying and unpredictable demands within an office and event setting.
· Frequent, interruptions (face to face enquiries, email, telephone).
· Switching tasks to take account of changing priorities, particularly during events and high volume fundraising campaigns.
· Working extra hours during particularly busy periods.
· Dealing with supporters/donors and members of the general public.
· Potential emotional situations.
· Retention of information.
Emotional Demands
· Frequent direct exposure to the concerns of supporters/donors/event participants and members of the public with the need to handle these situations in a sensitive, confidential manner.
· Exposure to highly distressing situations particularly when accepting donations from distressed and/or bereaved relatives in a confidential manner.
· Coping with several tasks simultaneously within event/campaign deadlines.
Environmental
· Shared office space and background noise.
· Office temperature.
· Interruptions.

Professional Development:

· Keeping abreast of current developments with other charities and the fundraising sector.
· Supervising and training of volunteers.
· Cascading information and “skills learnt” and communicating these between colleagues in the Capital Appeal & Fundraising Team.
· Attending all in house meetings (as required) and training including mandatory updates on health and safety, fire safety, moving and handling and other any mandatory training.
· Attending courses and conferences as directed by Fundraising Director/Manager (this may involve travel and overnight stay).
Sensory/physical demands & work environment:
· To work outside of standard working hours in accordance with the needs of the role, e.g. working early to organise/attend events/fundraising appointments as necessary, evening/weekend work for events and attending activities organized by 3rd party donors and supporters (including delivering presentations on the work of the Hospice).
· Moving and handling of Hospice promotional display stands, materials and various supplies required for events.
· Organising and participating in the training of volunteers or Hospice staff as deemed appropriate.
· Standing for and speaking for long periods during events or presentations on the work of the Hospice.
· Being able to deal with members of the public, volunteers and any situations professionally and sensitively during all events and within the Hospice in a confidential and courteous manner.
· Being mindful of the Hospice dignity at work policy in your every day dealings with colleagues and volunteers.
Mental Demands
· Prolonged periods speaking and concentration required.
· Dealing with the varying and unpredictable demands within an office and event setting.
· Frequent, interruptions (face to face enquiries, email, telephone).
· Switching tasks to take account of changing priorities, particularly during events and high volume fundraising campaigns.
· Working extra hours during particularly busy periods.
· Dealing with supporters/donors and members of the general public.
· Potential emotional situations.
· Retention of information.
Emotional Demands
● Frequent direct exposure to the concerns of supporters/donors/event participants and members of the public with the need to handle these situations in a sensitive, confidential manner.
● Exposure to highly distressing situations particularly when accepting donations from distressed and/or bereaved relatives in a confidential manner.
● Coping with several tasks simultaneously within event/campaign deadlines.
Environmental
· Shared office space and background noise.
· Office temperature.
· Interruptions.

Professional Development:

Other: