Contract Type: Full time hours per week over 5 days Permanent
Please note - Application Form must be completed -available via supporting links / Hospice's website.
We are looking for an exceptional COO with appropriate skills and experience to lead the operational side of the hospice and enable the team of dedicated staff to continue providing exceptional care and support to our community. You will need commitment to our cause and the ability to support the team during a period of significant change.
You will be an experienced and inspirational leader with a passion for supporting those who deliver our end of life services, as well as the teams who work tirelessly behind the scenes to ensure the hospice operates effectively.
* An opportunity to join a highly regarded local charity and participate in all its activities.
* A chance to lead a committed and supportive team who are providing caring and compassionate clinical services in an organisation rated Good by the CQC.
* This is an exciting time to join Primrose Hospice and have a role in further developing the strategic direction of the hospice during a period of significant change.
* As a member of the Senior Leadership Team, you will have a significant managerial and strategic role within the organisation.
* Access to training and development.
* Employee Assistance Programme.
* Free onsite parking and refreshments.
* Core working hours based round 5-day week with flexibility for the right candidate.
Main duties of the job
The ideal candidate will have:
* exceptional leadership skills and a minimum of 2 years experience in a similar role.
* health & safety training / experience
* significant financial planning experience including budget setting and monitoring
* experience of supporting an organisation through external inspection e.g. CQC
* company secretary training / experience
* data protection officer training / experience
* empathy and understanding of the demands of working in a hospice environment
* a flexible and can do approach to duties and supporting others
They must be a keen team player with good interpersonal and communication skills who believe that working with people in the last years of life is a privilege. In return the successful candidate will join a team who are passionate about providing a wide range of services to support patients and carers.
An Enhanced Disclosure check is required for this post.
About us
Primrose Hospice & Family Support Centre is an independent charity, offering care and advice to patients living with a life-limiting illness and support for families who are bereaved or who have a family member with a life-limiting illness in North East Worcestershire.
We have a Day Hospice providing a range of tailored support for patients. Our friendly & professional Clinical Team will provide you with the support and understanding to make decisions which best suit your needs and diagnosis.
Our Family Support Service offers individualised support to adults and children including a counselling service, benefits advice and our living well service.
We receive only14.6%of our required running costs from the NHS, so as an independent charity, we rely on the support of individuals and businesses to help us to raise the£1.95 million needed each year for us to provide our services free.
Job responsibilities
RoleSummary
The postholder is a key member of the Senior Leadership & Management Teams takingthe lead role in all aspects of the day to day operational running of theHospice including:
* HR
* Facilities
* IT systems
* Information Governance
* Budget setting and management
* Health and Safety
* Company Secretary
* Data Protection Officer
* Deputise for the CEO in theirabsence within limits of authority
Thepost-holder will work closely with the CEO and Board but will be able to workindependently and take appropriate action based on established protocols.
Incollaboration with other members of the management team, the post holder willcontribute to the strategic development of the Hospice and work to ensureobjectives are achieved.
StrategicResponsibilities
* Take lead on all issues relating toHR, Facilities, Health & Safety and Information Governance.
* Lead on specific projects as agreedwith CEO.
* Work with CEO to develop Hospicestrategy.
* Work with Heads of Services tomaintain and develop Hospice services.
MainOperational Duties & Responsibilities
HumanResources
* Ensure a standard set of HRtemplates, contracts and procedures are updated and utilised across theHospice.
* Be the initial point of contact forHR issues within the Hospice.
* Maintain the Staff Handbook,ensuring it is up to date and in line with current legislation.
* Oversee all HR processes, offeringadvice to managers where needed and ensuring best practice, working with ourexternal HR provider as appropriate.
* Lead on all recruitment processesand ensure roles are advertised to maximise recruitment potential by usingappropriate channels.
* Lead on investigations, grievancesand disciplinaries.
* In conjunction with the ExecutiveAssistant, oversee the mandatory training schedule and induction programmes.
* Manage own team day to day,including undertaking appraisals annually and ensuring records are up to date.
* Manage the HR Database (Breathe)and, in conjunction with the Executive Assistant, ensure it is maintained,appropriately protected and kept up to date.
* Ensure staff have access to anexternal Employee Assistance Programme (currently BHSF Rise) to ensure theyhave access to appropriate support and their wellbeing is a priority.
* Attend relevant collaborative groupsand training to ensure HR knowledge is up to date.
* Oversee external HR provision andliaise with external providers as appropriate.
* Calculate holiday allowances andupload onto Breathe / HR System.
* Monitor sickness levels and takeappropriate action as required.
* Notify Finance Manager of alloccurrences impacting on payroll.
IT Systems
* Manage IT systems working withexternal providers where necessary, ensuring that any services we purchase arebest value and fit for purpose.
* Work with the Executive PA to manageday to day issues with the IT hardware and software referring to outsideproviders where necessary. This includes all IT equipment includingphotocopiers, mobile devices etc.
* Ensure IT systems remain suitablefor the programmes we need such as SAGE, Donorflex, Assemble, EMIS etcrecommending updates as needed and developing a business case if investment isrequired.
* Ensure broadband systems are up todate and fit for purpose.
InformationGovernance
* Undertake DPO (Date ProtectionOfficer) role for the Hospice.
* Review the Information AssetRegister.
* Review internet network securitypolicy.
* Develop and implement best practice guidelinesfor IT use.
* Working with other managers lead onensuring compliance and best practice in relation to Data Protection andGeneral Data Protection Regulations (GDPR).
Facilities
* Manage maintenance and housekeepingstaff and volunteers.
* Audit all record keeping and ensureprocesses are kept updated.
* Supervise the maintenance schedule.
* Manage the maintenance budget formajor and minor works, including submitting business case for off budgetexpenditure if needed.
* Contribute to planning themaintenance budget along with CEO, Finance Manager and Facilities &Maintenance Manager.
* Plan and manage a rolling programmeof general upkeep to the buildings.
* Ensure appropriate levels ofinsurance are in place to meet the Hospices requirements.
* Ensure phone systems, photocopiersand other contracts are up to date, best value and fit for purpose.
Retail
* Support the Retail Manager in allshop premises related, H & S, lease, insurance and HR matters.
Health& Safety
* Lead on H&S for the Hospice.
* Lead on H&S for the Hospice.
* Review H&S policy annually andrewrite as needed.
* Work with external H&S advisoron a 3/5 (hospice/shops) yearly H&S inspections.
* Undertake an annual internal Health& Safety inspection on the hospice site.
* Produce and manage action plansensuring timely completion of actions.
* Report to the CEO or Board anyHealth & Safety Issues and advise on resolutions.
* Manage the risk assessment portfolioworking with team managers to ensure timely completion and regular updating.
* Organise training where needed e.g.fire safety, first aid etc.
* Ensure staff undertake annual DSEassessments implementing a process to ensure this is achieved.
* Lead on Health and Safety Meetingspreparing agenda, chairing etc.
* Oversee the effective health &safety processes within the Hospices kitchen,supporting the external environmental health inspection to ensure thehospice maintains the 5* rating.
Finance
* Line manage the Finance Manager andprovide relevant support as required.
* Ensure Standing FinancialInstructions are complied with for all purchasing including contracts.
* Ensure relevant legislation iscomplied with at all times.
* Audit financial functions e.g.credit card purchasing to ensure compliance with procedures.
* Check and sign off monthly payroll.
* Provide support to the FinanceManager in producing annual accounts.
* Produce the staffing element of theannual budget.
* Member of Finance, Income Generationand General Matters Group (FIGG) providing updates and reports as required.
* Work with the Finance Manager toproduce forward projections.
* Authorise invoices for payment.
* Line manage the Fundraising Managerand provide relevant support as required.
* Monitor fundraising performance byundertaking regular (minimum fortnightly) reviews with the Fundraising Manager.
* Support the Fundraising Manager toensure appropriate systems are in place to maintain records and maximise incomeopportunities.
* Attend fundraising events asrequired to represent the Hospice.
Marketing& Communications
* Line manage the Marketing &Communications (marcomms) Officer and provide relevant support as required.
* Monitor marcomms performance byundertaking regular (minimum fortnightly) reviews with the Marketing &Communications Officer.
* Support the Marketing &Communications Officer as required to ensure effective and relevantcommunications are in place.
* Member of the Marcomms Subgroup,attending regular meetings and providing support, guidance and updates asrequired.
* Support with the development of theHospices website to ensure it is accurate and up to date.
* Attend events as required torepresent the Hospice.
General
* Contribute to Senior Leadership andManagement teams and attend meetings as requested.
* Write, audit and update relevantpolicies and attend the Information Governance, Policy and People Group (IGPP).
* Attend Board and Committee Meetings.
* Keep up to date with changes inpolicy or guidance that may affect any of the key areas of responsibility.
OtherDuties
* This Job Descriptionis not intended to be restrictive and should be taken as the currentrepresentation of the nature of duties involved in your job and needs to beflexible to cope with the changing needs of the job and the Hospice.
* It isexpected that you will be committed to the core purpose of the Hospice and willact as an ambassador for the Hospice, actively promoting it throughout yourrole. It is also hoped that as the Hospice is heavily reliant on charitabledonations you will support promotional activities where possible showingsupport to your colleagues in the spirit of team working.
Person Specification
Qualifications
* Relevant Occupational Qualification (Level 5 or above)
* Accountancy or AAT (Level 4) Qualification
Skills, Abilities & Attributes
* Resilience and adaptability
* Excellent written and oral communication skills
* Ability to work under pressure & prioritise own work
* Ability to take responsibility for own actions
* Ability to multi-task and effectively oversee a wide variety of disciplines, whilst maintaining strategic focus on organisational success
* Ability to drive efficiency and day-to-day operations to support long-term goals
* Ability to contribute to budget setting for relevant areas
* Confident in making professional judgements whilst considering the legal or financial implications or risks
* Excellent IT skills, including MS Word, Excel and Outlook
* Ability to work with volunteers
* Confident in preparing business cases with justifiable reasoning and costs
* An effective and collaborative team player who is trusted and respected
* Commitment to the culture, purpose and values of the Hospice
* High standard of professional and personal conduct and integrity
* Honest, reliable, trustworthy and dedicated to the role
* Empathetic nature, especially when supporting those accessing services
* Self-motivated and able to show initiative
* High level of emotional intelligence and team leadership abilities
Experience
* Seasoned leader with a minimum of 2 years proven experience in a similar role
* A values driven leader with proven strategic experience in finance, planning, change management and operations
* Health & Safety experience
* Significant financial planning experience including budget setting and monitoring
* Understanding of the hospice environment
* Company Secretary experience
* Experience of supporting an organisation through external inspection e.g. CQC
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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