Are you an experienced leader with exceptional organisational skills and a passion for supporting vital services?
Mary Ann Evans Hospice is seeking a dedicated and professional Business Support Services Team Lead to join our team. This is an exciting opportunity to take on a leadership role within a dynamic and supportive environment, contributing to our mission of delivering high-quality hospice care.
Why Join Us?
At Mary Ann Evans Hospice, we pride ourselves on fostering a supportive and inclusive workplace culture. By joining our team, you'll be part of an organisation that truly values its staff and their contributions to our vital mission.
If you're ready to make a difference and take on a rewarding leadership role, we'd love to hear from you.
Main duties of the job
As integral members of the Mary Ann Evans Hospice team, the Business Support Services work together to provide support for all business and support services functions within the organisation. Their various duties include the administration and duties relating to bookkeeping, payroll, HR, retail, purchasing, reception, training, facilities, catering, meetings, data, and audit.
The role of Business Support Services Team Lead will offer leadership to the team, ensuring that work is carried out effectively, efficiently, accurately, and within a timely manner. They will seek to coordinate individual and team workloads and ensure cover is available as necessary.
They will also offer administrative support to the Chief Executive, Director of Clinical Services, and the Board of Trustees. This will include managing diaries, fielding telephone calls, pre and post meeting administration, and minute taking.
As the Business Support Services Team Lead is a senior position, the post holder will demonstrate effective leadership skills, resource management, and be a credible and professional role model.
About us
Mary Ann Evans Hospice is an adult community hospice in North Warwickshire. As an independent charity, we provide palliative and end-of-life care and support to patients with life-limiting illnesses and those that matter most to them.
Our services include Hospice at Home, Wellbeing Centre, Family Support and Bereavement, Lymphoedema care, and Rapid Response (a shared service with South Warwickshire NHS Foundation Trust). We work closely with our community and hospital colleagues from the NHS, social services, local care homes, and other voluntary providers. Our care is compassionate and inclusive for all who access our services.
Job responsibilities
Leadership and management
1. 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.
2. To provide leadership to the Caretaker and Catering Supervisor ensuring that they carry out their roles effectively and efficiently.
3. To ensure safe, secure, and efficient office system management, filing, and record retention is maintained.
4. To ensure safe, secure, and efficient delivery of all facilities and food hygiene processes and that accurate filing and record retention is maintained.
5. To ensure sufficient cover is arranged for all duties including specific roles such as accounts, payroll, reception, housekeeping, and catering.
6. 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.
7. Ensure agreed policies, within area of responsibility, are adhered to and actively contribute to policy reviews and development.
8. Act as a credible role model to staff and volunteers.
9. 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.
10. 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.
11. To promote incident reporting and support the development and implementation of action plans as a means of learning, improving, and developing practice.
12. 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.
13. To offer, as required, administrative support to the Board of Trustees.
14. To provide administrative support for meetings including the preparation of papers, taking of minutes, and post-meeting administration.
15. To assist with the preparation of financial reports including management accounts and budgets.
16. To be diplomatic, discrete, and sensitive and maintain confidentiality appropriately.
Communication & Relationships
1. To actively support other staff, as necessary, promoting an open and honest culture reflecting a can-do attitude.
2. 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 the team where appropriate in a timely manner. Represent Mary Ann at specific external meetings when necessary.
Education, Professional Development & Training
1. Take every reasonable opportunity for maintaining, developing, and acquiring competencies and skills for self-development, relevant to the role.
2. Participate in informal and formal education and teaching as required including supporting staff with new administrative skills and use of digital technologies.
3. Undertake all mandatory and statutory training in a timely manner.
Person Specification
Professional behaviours
* Self-motivated, passionate, and confident
* Resourceful and creative
* High level of accuracy and attention to detail
* Ability to prioritise tasks and manage own, and others time effectively
* Calm, caring, enabling and supportive manner.
* Positive, encouraging, sensitive and discreet.
* Dress in a manner that conforms to accepted formal code of business dress
* Ability to work in a non-smoking environment being a non-smoker whilst on duty
* Ambassador for the organisation
* Able to work flexibly or additional hours on occasions.
Qualifications
* Excellent Microsoft Office Skills including Word & Excel
* Qualification in administration, payroll, bookkeeping, HR.
Experience
* Experience of Team Leadership / Management
* Experience of accounting and/or payroll processes
* Experience of providing senior level administrative support
* Experience of databases
* Experience of working within a productive office-based team
* Experience of supporting a wide range of disciplines including HR, reception, general administrative tasks, accounting etc.
* Evidence of excellent communication skills
* Experience of minute taking and meeting preparation
* Excellent oral and written, interpersonal and organisational skills
* Confident telephone manner
* Ability to set and monitor objectives and standards of best practice
* Use of Microsoft Office and PC skills
* Ability to adapt communication style as required
* Understanding of the need for confidentiality in all aspects of the work environment
* Ability to hold professional boundaries and know your own limits
* Experience of working in a health, hospice, or palliative care setting
* Experience of HR, Facilities & Catering management
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.
Associate Director of Business Support Services
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