Wellbeing Administrator in Birmingham

Make a meaningful difference where it matters most. At Birmingham Hospice, we support people living with life-limiting illness to live as well as they can - and we walk alongside their families during some of life's most challenging moments. We are now looking for a Wellbeing Administrator to join our compassionate, expert team at our Selly Park site.

About the Role

The Wellbeing Administrator ensures the delivery of a very high-quality administrative service for the whole Wellbeing Team. Reporting to the Wellbeing Team Lead, the Administrator will provide an efficient and professional service whilst always supporting patients, families, carers and communities with empathy, sympathy, dignity and tact.

Main duties of the job

• Helping to organise team events in memory of loved ones
• Providing administrative guidance through the recruitment and training process of new volunteers
• Accurately inputting data using Hospice IT systems in a timely manner
• Raising purchase orders and checking invoices
• Taking notes and producing minutes for internal meetings

This is a key role in a diverse department sitting within the Wellbeing Team. The post requires the provision of administrative support to the Wellbeing Team which consists of four teams. The post holder will ensure the delivery of a high-quality administrative service. Occasional weekends and out-of-hours working will be required. The Wellbeing Team hold a number of events in memory of loved ones, which the post-holder will be key in organising.

Main Duties and Responsibilities

• Providing an efficient and professional administrative service
• Accurately inputting data using Hospice IT systems in a timely way
• Receive and prioritise incoming calls and messages
• Organisation of team events
• To provide administrative guidance throughout the recruitment and training processes for new Volunteers
• To take notes and produce minutes from internal meetings as required
• Raise purchase orders and check against invoices
• Book and monitor room bookings as and when required
• Maintain stationery supplies

Communication:

• Be sympathetic and profound to the requirements of staff, patients and other service users when communicating by telephone or face to face
• Regularly attend 1:1 sessions with Lead of Wellbeing Team
• Participate in annual appraisal
• Provide excellent telephone skills, accurately recording telephone messages
• Undertake education, professional development and training as identified in appraisal and according to hospice education and development policies
• Deal appropriately with highly confidential information and difficult situations e.g. aggressive or demanding behaviour; escalating conflict situations where necessary
• Frequently deal with profound situations e.g. bereaved relatives who require tact and empathy face to face or by telephone
• Ensure stock of leaflets are kept up to date, and raise with department lead those that need replenishing

Governance

• Ensure that incidents are reported using Vantage General
• At all times represent Birmingham Hospice in a professional and caring manner, maintaining professional boundaries in relationships with patients and their families or carers
• Ensure adherence to Birmingham Hospice policies and procedures, and where appropriate those of partner organisations

General Duties

Confidentiality: All employees are required to uphold the confidentiality of all information records in whatever format, encountered in the course of employment and after it. All employees are bound by the requirements of the General Data Protection Regulations when, in the course of their employment, they deal with information records relating to individuals.

Equality and Diversity: The Hospice is committed to promoting an environment that values diversity. All staff are responsible for ensuring that they treat individuals equally and fairly and do not discriminate on the grounds of age, disability, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, religion or belief, sex and sexual orientation. The Hospice expects all staff to behave in a way which recognises and respects diversity in line with the appropriate standards.

Health and Safety: All employees have a responsibility under the terms of the Health and Safety at Work Act 1974 to protect and promote their own health and that of others in the workplace. All employees must comply with all Hospice Health and Safety Procedures.

Infection Control: The prevention and control of infection is the responsibility of everyone who is employed by the Hospice. Employees must be aware of infection control policies, procedures and the importance of protecting themselves and their clients in maintaining a clean and healthy environment.

Information Governance: All employees are responsible for ensuring they undertake any training relating to information governance, read the Hospice's policies, procedures and guidance documents relating to information governance, and understand how this affects them in their role.

Professional Development: All employees must participate in an annual appraisal and develop a personal development plan with their Line Manager. All employees are responsible for maintaining their statutory and mandatory training.

Safeguarding Children, Young People and Vulnerable Adults: The Hospice is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults.

Person Specification

Experience:

• Demonstrable Office experience
• Significant experience with database and spreadsheet use
• Note taking at meetings and producing minutes
• Able to raise purchase orders and check invoices
• Experience of bereavement
• Ability to deal with distressing telephone calls
• Understanding of palliative care
• Evidence of administrative experience in a health care setting

Qualifications:

• Education to Level 2 or equivalent
• Level 2 NVQ/ Word database and use of Microsoft Office software including Email, Word, Excel and PowerPoint
• Evidence of good general education, including a good standard of numeracy and literacy

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.