Beechwood is a Charity based in Stockport, established in 1990 to support people from across the Northwest affected by cancer.
Our team of professionals are available to help with the shock of diagnosis and the emotional effects of treatment, complemented by a wide variety 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.
Our Behaviours
Communicating with Impact
* Communicate clearly and checks others have understood.
* Listen to others’ views, seeks clarification where needed.
Delivering Outcomes
* Plan own work and prioritises to meet goals.
* Communicate and collaborates with others.
* Reliable and practical using own initiative.
* Meet deadlines within agreed deadlines and standards.
Honesty and Integrity
* Speak positively about Beechwood and the Charity’s work – both verbally, written and on social media platforms.
* Treat all others fairly, consistently and with respect.
* Promote and embraces equality and diversity.
Resilience
* Respond positively to change and encourages others to do so.
* Flexible and adaptable to changing needs and responsibilities within Beechwood.
Empowerment, Engagement and Participation
* Support the Charity and colleagues to achieve its objectives.
Accept responsibility and accountability for own role and team.
Purpose of Job
We are looking for a confident and experienced Business Support Officer with excellent administration skills who will focus on providing proactive, professional support to our cancer support centre.
In addition to general administrative duties, the role will include managing appointment systems, recording and reporting on key data, client liaison and booking client appointments, recording attendances, discharges and monitoring.
Excellent organisational skills and an ability to prioritise workloads are essential. The role and duties are varied, and you will work within a small, friendly team; however, you must be a confident self-starter, with the ability to manage shifting priorities.
The Business Support Officer will offer general administrative support to the management team and be a key person within our Counselling and Client Services Department. The successful candidate must uphold the Charity’s values and be keen to be part of a team supporting those affected by cancer.
Key Duties and Responsibilities
Administrative Support
* Respond to initial enquiries for the Charity’s support – via telephone, email or post, sending out information and referral forms where necessary.
* Ensure standard paperwork is reviewed and updated periodically by the relevant colleague.
* Ensure client correspondence is sent out in a timely manner.
* Retain confidential and sensitive information with the highest level of professionalism and discretion.
* Manage/create electronic (and a small number of paper-based) filing systems.
* Ensure evaluation/feedback forms are issued to all clients.
* Receive and process all service evaluation forms, summarising any salient feedback and passing to the PA to the CEO in the first instance.
* Type up new service documents and/or edit on behalf of the Counselling Team to ensure that they meet the Charity’s brand guidelines.
* Provide general business admin support to the broader team.
* Provide occasional reception duties to cover leave, sickness and training.
Client Support
* Support the new referrals and assessment processes as needed.
* Ensure client appointments are up to date and any changes to appointments are made without delay.
* Telephone clients to book first appointment dates and/or changes to appointments.
Data
* Accurately input a range of client data on Beechwood’s client database.
* To ensure all waiting lists are ‘live’ and up to date, providing weekly reports on waiting times.
* Record attendance data for all services.
* Review all data inputting for accuracy.
* Ensure all elements of services clients receive are recorded to capture the ‘client journey’.
* Identify any missing client information and obtain/input from relevant source.
* Ensure all clients are discharged on the database within two weeks of discharge date.
* Ability to retrieve accurate information for a variety of purposes.
* Provide a minimum of monthly service user reports, details as requested by management.
* Be willing to undertake training to become a ‘super-user’ of the client database with the ability to identify and report any issues or technical tasks that cannot be achieved.
Responsibility/Accountability – working with other colleagues
* Supporting the team by ensuring relevant administrative tasks/documents are prepared for new and discharged clients.
* Ability to self-check data inputting/extraction to ensure accuracy and capture any errors before information has been circulated [to managers/external partners].
* Actively participate in team meetings to provide and receive support from the team.
* Actively engage in external, in-house or on-the-job training.
* Attend regular one to one management supervision meetings in line with organisational requirements.
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.
Person Specification
Experience
* Experience of implementing administrative systems.
* Experience of working with appointment systems.
* Working knowledge of GDPR.
* Experience of working for a Charity and/or health care environment.
* Experience of working with a range of database systems.
Qualifications
* Good level of general education.
* Mathematics - good level.
Communication Skills
* Excellent written and verbal communication skills.
* Attentiveness and an eye for detail and accuracy.
* Interpersonal skills (warm, friendly yet professional).
IT Skills
* Proficient in Microsoft Office applications e.g. Outlook, Word, Excel.
* Ability to input and navigate a client database.
* Ability to extract data and produce basic performance & data reports.
Administrative Skills
* Confident and competent administrator.
* Organised, efficient and ability to manage own workload.
* Ability to prioritise and re-prioritise work to meet changing demands.
* Monitor & manage own workload and meet role/service deadlines.
* Able to establish systems/processes to contribute to the smooth running of the administrative function.
Relationship Building
* Ambassador of the Charity and promoting its cause favourably.
* Ensuring all who contact Beechwood receive excellent and respectful customer service - whether communicating face-to-face, by phone or electronically.
* Represent the Charity with a positive, professional attitude and appearance.
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 is committed to safeguarding and protecting the welfare of adults and children at risk; as such, all staff and volunteers must share this commitment and undertake safeguarding training relative to the role on commencement of post.
Disclosure & Barring
A satisfactory check will need to be received prior to commencement of employment and for some roles, an enhanced check will be required.
Deprivation of Liberty Safeguards (DLS)
Where relevant to the role, the post-holder will need to have an awareness of DLS (training will be provided).
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 and promotions are based on merit and no job applicant or employee will be treated unfairly or discriminated against.
Apply Now
Job Vacancy Application
* Introduction
* Employment History
* Education & Training
* Supporting Statement
* References
* Declarations
The information you give on this form will allow Beechwood to assess your suitability for employment at the Charity.
For further information contact 0161 476 0384
Please note that due to the number of applications we receive, we may be unable to respond to all applicants. Please assume that your application has been unsuccessful if you do not hear from us within 2 weeks of the vacancy closing date.
#J-18808-Ljbffr