JOB DESCRIPTION

Job Title: Office Manager and PA to CEO

Salary: £25, 000

Responsible to: Chief Executive Officer

Location: Rokesley House, Bristol Road, Selly Oak, Birmingham, B29 6QF.

Hours of work: 35 per week

Home from Hospital Care

The Charity, Home from Hospital Care works to improve discharge planning and aftercare for patients returning home from health treatment, in order to optimise their chances of recovery. Our voluntary Welcome Home Service learns of patients needing help from nurses, therapists, social workers and care workers, both in hospital and in the community, general practitioners, carers or patients themselves. Our volunteers have a range of different qualifications and undertake tasks according to their abilities and location.

OVERALL PURPOSE OF THE ROLE:

1. Main Duties

1.1 To provide administrative support and diary management to the CEO1.2 To supervise the smooth running of the office1.3 To supervise the administrative function of the Charity1.4 To assist all staff including office and field based staff with their everyday

enquiries and administration needs1.5 To document statistics and information from reports and referrals received

from field staff1.6 To manage and maintain staff holiday, toil and sickness absence1.7 To provide confidential support to the CEO with personnel records1.8 To set up and maintain relevant computerised systems for reporting

procedures1.9 To set up meetings and invite relevant attendees1.10 To collect, photocopy and collate papers for despatch to the Charitie’s

Trustees1.11 To set up refreshments for meetings

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1.12 To attend some meetings to take notes and distribute minutes1.13 To deal with incoming and outgoing telephone messages and emails1.14 To deal with incoming and outgoing post1.15 To ensure records are kept up to date, including contact lists and the

directory of office contacts1.16 To monitor stock levels of stationery and replenish as required1.17 To monitor stock levels of refreshments and replenish as required1.18 To be the point of contact for contractors and any other office maintenance

requirements1.19 To assist the CEO with Risk Assessments1.20 To assist the Finance Officer with the Charities financial functions and

accountancy requirements1.21 To manage the input of data and be the named Data Protection Processor

under the GDPR legislation May 20181.22 Undertake relevant mandatory and other training and be responsible for

personal development for the benefit of the charity 1.23 Any other tasks that are commensurate to the post

2. People 2.1 To meet and greet visitors

3. Safeguarding 3.1 The post holder must be alert to the legal responsibilities for promoting and

safeguarding the welfare of vulnerable people for whom, he or she is responsible for, or comes into contact with, in line with the Charity’s safeguarding policy.

4. Financial 4.1 Ensure financial rules regarding use of petty cash and expense claims are

followed.

5. Policies and Procedures 5.1. The post holder will be responsible for ensuring familiarisation with all

relevant policies and procedures and will ensure that tasks, duties and responsibilities are carried out in line with same.

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Skills, abilities, personal qualities, experience and knowledge

Essential Desirable Qualified to A Level/level 3 or 4 in

English, Maths and IT Experience of working in a

supervisory position relating to the skills required for this post

Ability to manage budget The ability to create and maintain

innovative systems Organisation skills Caring and compassionate Excellent Administrative skills Reliable and responsible Demonstrable IT skills including the

ability to use Microsoft Word, Excel and Outlook

Ability to work as part of a team but also to work on your own with minimal supervision

Ability to use own initiative to make decisions

Report writing skills Flexible approach to work Excellent communication skills and

the ability to communicate with a wide range of people

Educated to degree level

Previous experience of working in health/social care setting

Experience of using Microsoft Publisher and PowerPoint

Experience of managing/working with volunteers

Good knowledge of Birmingham area

TERMS OF EMPLOYMENT

Terms of employment would be those applicable to Home from Hospital employees. These will be based on a working week of 35 hours. Holidays are 20 days per annum plus statutory Bank Holidays. Flexible working arrangements can be negotiated across the working week (Monday - Friday).

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