Hospice Administration Assistant Apprentice

  • Cornwall Hospice Care
  • St Austell, Cornwall
  • £8.21 per hour

To provide a professional, effective, administration service working as part of a team. Promote a friendly and welcoming atmosphere for staff, visitors and volunteers, to enhance and improve the aims and principles of the Hospice.

Vacancy provider logo for Truro and Penwith College

  • GMFJ Reference
    98239
  • Wages
    £8.21 p/h
  • Hours
    30.00 per week
  • Date Posted
    02/04/2019
  • Start Date
    05/08/2019
  • Approx. Duration
    12 Months

  • Location
    St Austell
  • Status
    Now Taking Applications
  • Sector
    Business & Administration
  • Opportunity Type
    Intermediate Level 2
  • Employer
    Cornwall Hospice Care

Description

Specific Duties and Responsibilities:

  • Responsible for the organisation of the Volunteer Rota (electronic) within Mount Edgcumbe Hospice, ensuring adequate cover is provided where possible.

  • Support with recruitment, volunteer mailings and other tasks for the Volunteer Services Co-ordinator, including DBS Checks.

  • Liaise and meet with the Volunteer Services Co-ordinator on a weekly basis regarding volunteer cover and recruitment.

  • Provide administration support when required to the Facilities teams, H&S, Hotel Services (Catering/housekeeping) Physiotherapy / Occupational Therapy and Bereavement Counsellor.

General Duties and Responsibilities:

  • The post holder needs to work on and oversee the reception desk as required, liaising with Reception volunteers to provide a warm and friendly welcome to visitors to the hospice.
  • Deal with the general public in person, on the telephone and redirect as necessary.

  • Answer the telephone, accurately record and forward messages.
  • Deal with incoming mail and distribute as necessary. Accept donations / gifts, log, issue appropriate receipts and handle monies according to process including banking.
  • To check and receive deliveries at Reception and promptly inform relevant staff.
  • The daily preparation and update of the daily patient diary, liaising closely with ward clerk.

  • Responsibility for booking and monitoring of meeting room usage and associated catering requirements. Maintaining the seminar room diary.
  • Monitor, order, store and maintain sufficient stationery supplies.
  • Photocopying and collation of information as and when required.
  • Maintain the efficient running of office equipment including the photocopier.

GENERAL RESPONSIBILITIES

The post holders of any secretarial or administration role in Cornwall Hospice Care are expected to work as a team to cover the secretarial and administrative requirements of the hospice. Therefore there is an expectation that the team works flexibly and individual members cover each other’s work load during absence.

The post holder will, from time to time, be required to travel around the county, for which a mileage allowance will be paid. They must therefore be a car owner/driver.

Given the changing nature of the Charity’s work this Job description is not exhaustive and will change to meet the needs and requirements of the organisation.

This job description is intended to provide an outline of the duties and responsibilities of the post and is not exhaustive and may be amended periodically as necessary.

The post holder may be asked to undertake other duties within the general level and scope of the post and to work at other sites within the organisation as need arises.

For more information about this vacancy please contact Truro and Penwith College on 01872 305500 (Ref ID: 98239)

Company website : https://www.cornwallhospicecare.co.uk/

Essential:

  • Computer Skills (Word & Excel).

  • An organised and tidy approach to work.

Desirable:

  • Customer Service Skills.
  • Willing to find out information.
  • Experience of talking to customers on the phone.

  • GCSE grade C/4 or above in Maths and English.

  • Day 1 Recap key messages from induction on how to successfully complete the apprenticeship. Employee Rights and Responsibilities. Learner will develop an understanding of the role of organisations and industries, as well as gaining an understanding and awareness of employer’s expectations and employees’ rights and obligations.
  • Day 2 Managing personal performance and development: SMART targets; Professional development; Career development goals; Work-life balance; Feedback; Learning styles; Time management.
  • Day 3 Communication in a business environment: Clear, effective and professional written, verbal and non-verbal communication (day 1 of 2).
  • Day 4 Communication in a business environment: Clear, effective and professional written, verbal and non-verbal communication (day 2 of 2).
  • Day 5 Tuition Support Day – for self-study units:

Optional units including:

Unit 102 – Use a telephone and voicemail system

Unit 103 – Meet and welcome visitors in a business environment

Unit 202 – Produce business documents

Unit 207 – Provide reception services

Unit 242 – Using email

  • Day 6 Providing administration services:
  1. Organising and administration of meetings
  2. Organisation of travel and accommodation
  3. Managing diary systems
  4. Office equipment
  5. Mail services

  • Day 7 Customer Service and Sales: Brand promises; Service offer; Service knowledge; Equality and Diversity.
  • Day 8 Study day
  • Day 9 Business awareness and change: Business structures and models; External and internal factors that may impact on a business; Goals; objectives and how these align with strategy; change implementation.
  • Day 10 Equality and Diversity: Understanding equality and diversity; Benefits of E&D; Legal implications.
  • Day 11 Teamwork: Developing good work relationships; Making a positive contribution to the business; Dealing with conflict.
  • Day 12 Project development: Identification of project; Developing business case; Developing project plan.
  • Day 13 Study time ½ day. Presentation skills: Project review; Presentation skills; Presentation software.
  • Day 14 Study day
  • Day 15 Health and Safety: Legislation requirements
  • Day 16 Project Development (½ day): Reviewing project progress; Developing project. Study time ½ day.
  • Day 17 Presentation skills: Final practice day for presentations. Study time ½ day.
  • Day 18 Project presentations: Learner project presentations to employer audience* Presentations of certificates for unit examination achievements. *Time/duration dependant on cohort group size.

Essential:

  • Smart and tidy appearance.
  • Willingness to learn (skills, products, and qualifications).
  • Accuracy and an attention to detail.
  • Ambition.
  • Confident.
  • Able to work as part of a team and achieve goals.

On successful completion of the apprenticeship there is a possibility of a future job role.
Ensure strict confidentiality – all information gained concerning customers, staff, volunteers, patients and their relatives within the hospice and shops is confidential and must not be divulged. Maintain awareness and compliance with CHC policies and procedures as detailed in the Staff Handbook and CHC Health and Safety Policy and procedures – reporting any maintenance or safety issues immediately to the appropriate manager. Cornwall Hospice Care operates a smoke free policy throughout its premises, sites and vehicles.

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