Leadership and Management
To provide leadership to the Business Administration Team ensuring effective and efficient clerical and administrative support to support all functions within Mary Ann including accounts, payroll, facilities, education, and HR. Ensuring time and resources are managed through efficient teamworking. To provide leadership to the Caretaker and Catering Supervisor ensuring that they carry out their roles effectively and efficiently. To ensure safe, secure, and efficient office system management, filing and record retention is maintained.
To ensure safe, secure and efficient delivery of all facilities and food hygiene processes and that accurate filing and record retention is maintained. To ensure sufficient cover is arranged for all duties including specific roles such as accounts, payroll, reception, housekeeping and catering. To review all processes to ensure they continue to meet Mary Ann's needs encouraging the team to contribute towards new ways of working which support organisational objectives and service improvement. Ensure agreed policies, within area of responsibility, are adhered to and actively contribute to policy reviews and development.
Act as a credible role model to staff and volunteers. To lead on induction of new staff and ensure all staff have a 3 month 1-1 recorded discussion, an annual appraisal, and that volunteers have an annual opportunity to review their role. Ensure that staff and volunteers have a clear understanding of their duties and responsibilities and of the standards of performance and conduct expected of them - undertaking initial/informal stages of HR policies e.g. absence, performance management (capability); disciplinary and grievance investigations.
To promote incident reporting and support the development and implementation of action plans as a means of learning, improving and developing practice.
Senior Leadership & Board Support
To offer administrative support to the Chief Executive, Director of Clinical Services assisting with managing electronic diaries, telephone calls, post and other administrative roles ensuring that matters are handled effectively, efficiently and in a timely manner. To offer, as required, administrative support to the Board of Trustees. To provide administrative support for meetings including the preparation of papers, taking of minutes and post meeting administration. To assist with the preparation of financial reports including management accounts and budgets.
To be diplomatic, discrete, and sensitive and maintain confidentiality appropriately.
Communication & Relationships
To actively support other staff, as necessary, promoting an open and honest culture reflecting a can-do attitude. To actively contribute to Mary Ann and departmental meetings. Ensure team meetings are held monthly.
Actively participate in meetings with Line Manager ensuring information is cascaded back to team where appropriate in a timely manner. Represent Mary Ann at specific external meetings when necessary.
Education, Professional Development & Training
Take every reasonable opportunity for maintaining, developing and acquiring competencies and skills for self-development, relevant to the role. Participate in informal and formal education and teaching as required including supporting staff with new administrative skills and use of digital technologies.
Undertake all mandatory and statutory training in a timely manner.
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