PA / Senior Administrator

About The Charity

Beechwood is a Charity based in Stockport, established in 1990 to support people from across the Northwest affected by cancer or other life-limiting illnesses.

Our team of professionals are available to help and support with the shock of diagnosis and the emotional effects of treatment, underpinned by a wide range of practical support – not only for the person directly affected but family and friends too.

The Charity’s services are free of charge at point of need, and we offer a package of support tailored to suit the individual, including one-to-one counselling, clinical hypnotherapy, mindfulness for health, complementary therapies, support groups, workshops to name but a few.

In addition, we:

• We help children come to terms with the illness or loss of a parent or family member
• We help carers cope with the difficulties and uncertainty of the illness of a loved one
• We provide one-to-one support, facilitated groups and peer support groups to help the bereaved
• We support clients who are ready to move on, exploring on-going support options
• We provide guidance and support to those ready to return to work

Our Behaviours

Communicate with Impact

• Communicate clearly and check others have understood
• Listens to others’ views, and seek clarification where needed

Deliver Outcomes

• Plan own work and prioritise to meet goals
• Communicate and collaborate with others to achieve outcomes
• Be reliable and practical, using own initiative
• Meet deadlines within agreed deadlines and standards

Act with Honesty and Integrity

• Speak positively about Beechwood and the Charity’s work – both verbally, written and on social media platforms
• Treat others fairly, consistently and with respect
• Promote and embrace equality and diversity

Be Resilient

• Respond positively to change and encourage others to do so
• Be flexible and adaptable to changing needs and responsibilities within Beechwood

Support Empowerment, Engagement and Participation

• Support the Charity and colleagues to achieve its objectives
• Accept responsibility and be accountable for own role

Purpose of Job

The PA/Senior Administrator will join Beechwood’s operations and administrative team and be instrumental in ensuring good quality admin services, in addition to working closely with the CEO to provide administrative support on matters related to HR, governance and Board matters. You will enjoy working with people and being part of a team.

You will be responsible for ensuring the smooth running of day-to-day reception and administrative practices, together with providing high-level executive support including prioritisation of work, meetings management, communication, document production, quality assurance and governance. You will ensure all aspects of administration are coordinated and executed effectively.

The successful candidate will be confident in supporting matters relating to the Board of Trustees and in taking minutes at meetings, whilst demonstrating integrity to respect confidential and sensitive information when working with the trustees, CEO, or other senior managers.

This role is dynamic, with a diverse and interesting remit and would suit candidates with experience in senior administration and wishing to make the move to a PA position. The successful candidate must demonstrate a commitment and passion for the Charity’s cause.

This post is subject to the Disclosure and Barring Service (DBS) check.

Benefits

• 25 days
• Plus, 8 bank/statutory days
• After 3 years’ continuous service, annual leave will increase by one additional day per year, up to a maximum of 30 days leave in total
• Free car parking
• 5% employer workplace pension contribution

Key Duties and Responsibilities

• Uphold the principles, ethos, and values of the Charity.
• A commitment to ensuring the Charity works to quality standards.
• Support the Charity’s drive to continuously improve – optimising efforts and efficiency.
• Act as the first point of contact for the CEO and senior managers and managing enquiries in their absence.
• Be instrumental in nurturing and maintaining relationships with key colleagues, supporters, volunteers and visitors.
• Be approachable, visible, and accessible.
• Support in rolling out in-house projects.
• Ensure CRMs are used appropriately and effectively to maximise quality management information, flagging any issues in a timely manner.
• Oversee the management of the client appointments system, flagging any issues to the appropriate colleague.
• To be the key contact for IT issues and with our external IT support provider and ensuring relevant systems and procedures.
• Producing and revising documents, papers, presentations, reports and briefing papers.
• Attend meetings and take accurate notes, draft minutes and circulate/monitor actions and recommendations as required.
• Undertake background research as required by the CEO and Board of Trustees.
• Ensure internal or external reports are returned on time and within relevant timescales for review by the CEO and senior managers.
• Review and periodic updates of operational policies and procedures (with input from relevant heads of department).
• Organise meetings and necessary equipment as required.
• To ensure that all in-house events and collaborative meetings are prepared for and resources made available.
• To be instrumental and proactive in ensuring relevant systems and processes are in place, e.g., archiving, confidential document destruction, contract renewals etc.
• Undertake day-to-day confidential HR admin, working with the CEO and external advisors where necessary.
• Ensure all statutory and mandatory training is undertaken for relevant staff/teams, including retail colleagues.
• Ensure disciplinary, grievance and complaints and recorded and managed, and ensuring all complaints are brought to the attention of the CEO, whilst maintaining the integrity of all processes.
• Screening phone calls, general enquiries, and requests before taking to the CEO.
• Supervise the Reception Team and Administrator and ensure overall good practice, excellent customer service and a clean, tidy, and welcoming environment.
• To ensure that all Centre, office, and retail (admin) supplies are maintained.
• Dealing with incoming post and email, occasionally corresponding on behalf of the CEO.
• Ensure H&S and overall buildings and equipment (at all Beechwood sites) are fit-for-purpose.
• Liaise with external suppliers and contractors.
• Undertake other ad-hoc tasks as required to ensure the smooth running of the operational and administrative functions.
• Will be a key-holder and the responsible person for aspects of the Charity’s business /activities.
• Hold banking responsibilities and be second person authorisation when processing bacs payments.

This is not an exhaustive list of the duties that may need to be undertaken. It may be necessary to undertake other duties to fulfil the objectives of the Charity.

Person Specification

Equal Opportunities Statement

We acknowledge the unique contribution that all Beechwood employees and clients can bring to our organisation in terms of their culture, race, gender, sexual orientation, gender reassignment, marital status, nationality, age, religion or belief, disability, or history of mental health.

Safeguarding

Beechwood Cancer Care is committed to creating a safe and rewarding environments for all of our people to work and volunteer. We have a robust Safeguarding Policy and a Whistle-blowing Policy to ensure serious/sensitive concerns can be raised in confidence. As such, all staff and volunteers must share this commitment and undertake safeguarding training [relative to the role].

Disclosure & Barring

A satisfactory check will need to be received prior to commencement of employment and for some roles, an enhanced check and/or an adverse credit history check.

General

All employees are expected to be competent with the use of technology and information systems and understand their duties and responsibilities regarding the appropriate use of personal data including sensitive personal data [relative to role].

All appointments, promotions and consultancy agreements are based on merit and no job applicant, employee or business consultant will be treated unfairly or discriminated against.

This role description is a guide and is not exhaustive. As such, it will be reviewed periodically to ensure it continues to meet the needs of the organisation.

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