JOB DESCRIPTION

Job Title: Care Service AdministratorTeam/Directorate: Care AdminSalary range/pay band:Reports to: Judith Rudman, Care Admin Team LeaderDirect reports: NoneHours: 37.5Location: Christopher’s, GuildfordJob holder:

Part 1: Job Profile

a) Main purpose of job

To be responsible for the administrative procedures relating to the bookings of children, young people and families at Christopher’s, the front of house administration at Christopher’s and administrative support to Christopher’s care service.

b) Work relationships

The post holder will work closely with and report to the Care Admin Team Leader and will also work closely with following:

Internal: Care Administrators Director of Care Facilities team Finance team Head of Care Business Management Head of Practice Education & Quality and the PE&Q team members Heads of Care In-house lead nurses and care team members Supporter care team Comms & Marketing team regarding printed materials Volunteer development team regarding recruitment of volunteers and

retention Volunteers recruited to work front of house and pool watch

External: Families Visitors to the hospice SSC IT provider

c) Decision making authority

The post holder will be required to make decisions regarding the operation of front of house/reception to ensure quality of service and minimise risk

d) Scope of job

1. Booking administration 2. Front of house administration3. Care service support

Part 2: Main duties and key responsibilities

a) Use headings from the scope (%)

1. Booking administration – 40%

Ensuring all bookings are entered onto the care database as pending prior to bookings panel meetings

Sending booking letters via either the post or email and entering booking confirmations onto the care database

Providing cover for the bookings process at Christopher’s Ensuring all hydrotherapy bookings are entered onto the Care Database

and booking pool watchers when required Assisting the referral and review administrator with the archiving process

in accordance with the Management of Health Records policy

2. Front of house administration – 40%

To be the main day-to-day contact for reception volunteers Ensuring the following reception tasks are completed on a daily basis:-

o Ensuring relevant family signing in/guests/staff sheets are maintained.

o Maintaining the reception handover book and reception procedures manual

o Undertaking switchboard and receptionist duties in the absence of reception volunteer

o Overseeing the internal/external mail system, ensuring it is correctly processed. including ensuring that the franking machine is fully credited and fax machine/photocopiers are in full working order

o Ensuring the safe handling of cash and cheques received by the charity, including donations

o Maintaining the stock levels of stationery and office items, ensuring items are ordered and correctly recorded

o Booking meeting rooms as required and facilitate room preparationo Provide training for new reception volunteers and organising annual

training updates for existing volunteers

3. Care service support – 20%

Providing administrative assistance to members of the care team as required

Assisting with the induction of new starters within the care team at Shooting Star House

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Providing planned and ad hoc cover for other administrators within the administration team at both locations to ensure comprehensive cover across the service

Attending and contributing to relevant team meetings, which will include travel across sites, take and transcribe minutes and assist in the preparation of presentations and general correspondence

Assisting with data collection and activity recording, producing statistical reports on a routine and ad hoc basis

Updating child and family electronic data as required Assist with the preparation of monthly and quarterly accident and incident

reporting Assisting in the creation of invitations for in-house events

b) Other duties

The post holder will be working in a developing environment and he/she will therefore be expected to undertake other appropriate duties as required for the effective operation of Shooting Star Chase.

The post holder will need to travel to other Shooting Star Chase locations in order to provide ad hoc cover for other administrators within the administration team to ensure comprehensive cover across the service.

To promote the safety and wellbeing of the families, staff and visitors at all times and assist in ensuring a safe working environment.

To take responsibility to undertake the annual mandatory training.

To promote and maintain knowledge of and compliance with Shooting Star Chase policies and procedures.

To ensure the confidentiality of all information, verbal, written and electronic in regard to families, staff and the organisation at all times.

To comply with the Data Protection Act 1998.

The post holder will be required to undergo a Disclosure & Barring Service check

c) Mandatory Criteria

1. Professional Codes of Conduct

The post holder will be required to respect professional codes of conduct and practice relevant to their role, as appropriate

2. Health and Safety

The post holder will be responsible for health and safety in the area under their control and ensure that they are familiar with SSC’s policy on health and safety at work.

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3. Mandatory Training

The post holder will attend all mandatory training relevant to their role

4. Our values and behaviours

Shooting Star Chase is a leading children’s hospice charity for babies, children and young people with life –limiting conditions, and their families. We require that all of our staff share our common values and display behaviours that will enable us to achieve our goals. 

Professionalism – we will safeguard our families, each other and our organisation by working to ethical and professional standards at all times.

Respect – We will treat each other with the utmost respect.

Integrity – We will be open, honest and transparent in all that we do.

Diversity – We will respect individuality and ensure inclusion and fairness to all.

Excellence – We will strive for excellence in all that we do.iours

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Part 3: Person specification: Qualifications, experience and skill levels

a) Qualifications

GCSE Maths and English at C grade or above or equivalent (D)

b) Experience

Previous experience in a clerical, administration or secretarial role (E) (1 year minimum)

Experience of working with volunteers (D)

c) Knowledge and Skills

Excellent oral and written communication skills, with the ability to communicate effectively yet sympathetically with the parents/carers of life limited children and other professionals

The ability to work under pressure and manage workload and prioritise competing tasks effectively

Experience of working with Microsoft Office applications including Word, Excel, Outlook and Access, as well as database packages and websites

Minute taking Copy typing, with the ability to produce accurate and well presented

medical letter and reports An understanding of National guidance in relation to Record Keeping and

management of Health Care records

d) General attributes

Ability to work as part of a team and use own initiative Organised and methodical and able to multi-task Able to adapt to change and work flexibly

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Line Manager’ssignature

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