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Cancer Fund for Children

Office Manager– Daisy Lodge & Narnia

Cancer Fund for Children

  • South Down
  • See description
  • Contract
  • Updated 10/12/2017
  • Ashleigh Patterson
this job is expired

Description

Office Manager - to provide an effective, reliable administration function to ensure the efficient running of Daisy Lodge as well as providing a warm, professional ‘first impression’ of the organisation to all families and visitors.

 

Role: Office Manager– Daisy Lodge & Narnia

[1 Year Fixed Term Contract – Maternity Cover]

Reporting to: Residential Services Manager

Salary Scale: Band 6 - Pay Point 28-29 (£24,182- £25,139)

Hours: 35 Hours per week

Location: Daisy Lodge

 

Main Job Responsibilities

Cancer Fund for Children is the leading voluntary organisation working for children, teenagers and young adults living with cancer and their families in Northern Ireland, providing core services across the region.

The main responsibility of the Administrator is to provide an effective, reliable administration function to ensure the efficient running of Daisy Lodge as well as providing  a warm, professional  ‘first impression’ of the organisation to all families and visitors.

Operational Responsibilities:

1. Main Duties:

 

1.1 To provide an efficient administration function to support the day to day running of Daisy Lodge.

1.2 To meet and greet all callers to Daisy Lodge, allowing access via the main door.

1.3 To provide first line answering of the external telephone lines and to transfer all calls to relevant individuals

1.4 To be point of contact for all staff in the absence of the Residential Services Manager and Hospitality Managers.

1.5 To complete rota’s for Night Duty Staff  and organise cover when required by dealing directly with the Agency and ensuring that all Agency Staff are fully inducted with regards to fire safety and alarms systems.

2 Office Management

2.1 To ensure the management of all office systems and routines on a daily basis.

2.2 To develop, manage and ensure the effective maintenance of electronic and manual filing and record keeping systems.

2.3 To be responsible for the supervision, training and management of a team of administrative support staff providing a range of administrative services.

2.4 To be responsible for the induction, training, supervision and management of Administration Volunteers.

2.5 To ensure compliance with all relevant financial procedures, including responsibility for the authorisation of small amounts from agreed budgets and ensuring that other items of expenditure are properly accounted for.

2.6 To maximise the use of ICT in order to enhance the efficiency and quality of support and service provision, e.g. use of relevant databases and booking system

3 Booking System:

3.1 To be responsible for all short break bookings for Daisy Lodge and the Cottages which will involve:

• Process all booking request forms

• Meeting with Residential Services Manager to prioritise requests

• Contacting families according to priority and need

• Sending confirmation letters, inputting details onto outlook/donor, compiling check in sheets

•  Complete Courtesy calls to families prior to a short break

• Allocating the rooms according to needs and priority

• Processing cancellations

• Liaising with Specialist team

• Maintaining appropriate records

• Compiling and scanning evaluations, cutting keys for bedrooms

• Producing monthly and quarterly reports and statistics

• Screening calls from families regarding bookings, referrals and re-booking families in

• Recording booking requests and promoting short breaks to service users

• Update all departments in relation to families checking in, ensuring that they have the most up to date information on families arriving

4A Facilities

4.1 To report and record all facilities issues to the Facilities Management Officer and the Daisy Lodge management team.

4.2 To liaise directly with all engineers/technicians undertaking maintenance checks or operations.

4.3 To be responsible for securely locking up the building when required.

4.4 To change internal locks when required.

4B General Responsibilities:

4.1 To manage the incoming and outgoing post function.

4.2 To operate the petty cash system

4.3 On the instruction of the Shimna Valley Complex Manager or the Hospitality Manager, to make purchases.

4.4 To maintain stationery and postage at the required levels

4.5 To provide an efficient and effective system for filing of documents and correspondence.

4.6 To record the receipt of donations and ensure delivery to the Finance Department in a timely manner.

4.7 To comply with all Cancer Fund for Children Policies, Procedures, guidelines and current legislative requirements

4.8 To carry out any other reasonable duties as required by the Residential Services Manager to contribute to the overall aims of Cancer Fund for Children.

Please click HERE to download full Job Description

Closing date: 12 noon on Thursday 14th December 2017.

To apply for this position the employer requires you to complete the following documents and return them via the apply link below
Application Form Download Now


Ref: OM
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Cancer Fund for Children

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