18 hours per week (to be worked over 3 to 4 days)
An exciting opportunity has arisen for an experienced Business Support Officerto join the team at the Hospice of the Good Shepherd
This role will involve supporting the Chief Executive and the Senior Management team with the day-to-day business operations and key governance processes within the organisation as well as providingTrustee Board governance and support.
The role will also provide support to the Chief Executive and leadershipteam for specific projects.
The successful candidate will have:
* An ability to form strong, positive links with internal and external stakeholders
* High levels of organisation and attention to detail
* Excellent communications and teamwork skills
* A good understanding of charity/board governance.
* Excellent IT/Database/Technology experience and knowledge
* A high level of discretion and confidentiality
The nature of this role requires the post holder to occasionally work outside normal working hours (evenings) on a quarterly basis to support Board and/or Committee meetings.
If you would like any more information about the role, please contact the People & Development Team on 01244 851091 or people.development@hospicegs.com
Main duties of the job
Work closely with the Chair of the Board of Trustees to ensure good governance of the Hospice.
Board / Trustee recruitment, documentation and training
Organisation of trustee / committee meetings, including minute taking
Admin / Management Support -
Arrange and attend Senior Management Meetings. Minute meetings and complete action logs. Responsible for diary management and arrange logistics.
Produce and monitor KPI's and Strategic Objectives
Initial point of contact for office facilities providers
Order office supplies
Confidentiality and Security Information -
Ensure confidentiality regarding Board, Committee and Senior Management Team meetings and information.
About us
The Hospice is a great place to work and volunteer.Based in Backford, Chester (with retail shops in Chester and Ellesmere Port), the Hospice provides specialist palliative and end-of-life care in a welcoming and compassionate environment.
Our specialist team of medical and nursing staff deliver end of life care to our patients and support their families, carers and friends but our services are varied across a number of disciplines and reflect the diverse nature of our care and support.In addition to Doctors, Nurses and Health care roles, we employ staff in a wide range of roles including Fundraising and Retail in our charity shops, Housekeeping and Catering, Social Work and Family Support such as Counselling and Spiritual Care, Living Well / Day Services as well as Business Support functions such as Administration, People & Development and Finance.
Job responsibilities
You will contribute and commit to promotinga positive team-based attitude,striving for the highest standards and achieving excellence, throughcontinued development.
The KeyResponsibilities shown below outline the main dutiesinvolved; however, this is subjectto change and will vary within the given role.
We ask all employees to beflexible in their role, to always ensurewe work to the higheststandard, encompassing all our values which are show below.
You will managethe Business Support activities and provide cohesive and effectiveadministration processes throughout the organisation.
You will liaisewith and act as the organisations interface with the external IT supportprovider.
You will support the Board of Trustees, CEO and SeniorManagement Team in ensuring good governance. The postholder will be required to work flexibly to meet the needs of the businesswhich will include taking minutes at quarterly board and committee eveningmeetings.
Key Responsibilities
Workclosely with the Chair of the Board of Trustees and the Trustees to ensure goodgovernance of the Hospice, which includes keeping Trustees' information up todate. Delivery and monitoring of all Trustee mandatory training to ensure theHospice Trustees are compliant.
Beinvolved in the Trustee recruitment process by working closely with the Chairand the Nomination Committee to organise interviews and ensure the recruitmentdocuments have been received and saved accordingly.
Oncenew Trustees are approved, ensure all of the necessary documentation has beencompleted and returned in line with the Trustee Induction Procedure. Manage the Trustee induction and trainingprogramme and ensure that Fit and Proper persons checks are completed.
Ensureaccurate Trustee/governance information is held at Companies House and theCharity Commission.
Createthe Trustee sub-committee timetable on an annual basis. To liaise with the Chair of the Board and thecommittee chairs to arrange suitable dates.Maintain accurate attendance logs and review annually.
SupportTrustee committees, ensuring that accurate and timely minutes areproduced. Circulate draft agendas anddistribute papers and electronic packs by agreed deadlines. Ensure roombookings and refreshments are arranged where necessary. Ensure all AAA Sub-committee summaries arecompleted and incorporated into the Board Pack.
Offerad-hoc support to Board members when necessary.
Administrative/Management Support
Arrangeand attend Senior Management Team meetings, ensuring that accurate and timelyminutes and action logs are produced. Circulate draft agendas and distributepapers and electronic packs by an agreed deadline.
Toattend all necessary meetings and minute if required. Provide support forHospice wide meetings as required.Ensure all Action Logs are completed and ensure SMT are on target forcompletion.
Tosupport and provide efficient and accurate administrative/project support tothe CEO and the SMT as required.
Operatefull diary management to include scheduling meetings and appointments to ensureexecutive time is utilised to best effect, liaising with all parties,co-ordinating meeting rooms, refreshments, and cost and time-effective travelarrangements.
Workclosely with and provide admin support to the Chief Executive and SeniorManagement Team to filter and collate information as appropriate.
Produceand assist with the production of Hospice wide KPIs, Strategic Objectives andOperational Plans.
Providean initial point of contact with communications and ICT providers (and otherproviders) to ensure support is timely and effective including management ofthe telephone system, photocopiers, franking machine and mobile phones. Managethe tendering process when the contracts ends.
Offersupport to Facilities/Estates team regarding business contracts, buildingsupport projects, utility companies etc.
Totake responsibility for the ordering of office equipment/furniture and toensure that this is sourced at the most competitive prices. To coordinate,order, and monitor the stationery levels.
Firstpoint of contact for the training rooms, internal and external booking and tomanage the rental of external booking for conference rooms ensuring appropriateinvoicing by the finance department.
To carry out any general admin tasks asrequired
Confidentiality and SecurityInformation
To always ensureconfidentiality regarding information discussed at Board Meetings, CommitteeMeetings and Senior Management Meetings
Within your position you willbe expected to adhere to the Security of Information Policy that concerns yourjob role within the Hospice
You will be expected toattend security and confidentiality training as and when required
Person Specification
Values and Behaviours
* Professional manner and approach at all times.
* Ability to act with discretion and confidentiality
* Able to cope well when under pressure from competing priorities, unpredictable requests and interruptions.
* Tact and diplomacy.
* Proactive, creative, and resourceful.
* Able to demonstrate excellent teamwork and collaboration
* Treat all colleagues and stakeholders with dignity and respect
Knowledge, skills and Experience
* Experience of minute taking at committee and board level
* Experienced MS Office user, particularly Word, Excel/PowerPoint and Outlook including diary management and organizing meetings
* Excellent written and verbal communication skills
* Able to work accurately with excellent attention to detail.
* Able to develop excellent working relationships with all stakeholders
* Excellent organisational skills.
* Good knowledge and understanding of GDPR requirements
* Excellent knowledge of databases
* Experience of producing, collating and interpreting a range of Management information
* Ability to manage competing priorities whilst continuing to support the needs of the business and colleagues.
* Able to work on own initiative with minimum supervision and as part of a team.
* Experience inducting and supporting trustees
* Experience of ordering stationery and equipment
* Good understanding of charity / board governance
Experience
* Qualifications -
* Administration/Business support qualification or equivalent.
* GCSE Math and English
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.
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