Administration Assistant

Administration Assistant

Reports To: Administrator
Disclosure Check Level: Enhanced with Barring (adults)
Working Hours: 37.5 hours per week
Location: Main place of work: Charis Cancer Care Centre with occasional home-working to meet business needs.

Overall Role Purpose

Charis Cancer Care is a highly regarded charity in NI, and we are here to support people, across NI, affected by cancer at every stage of their journey. We also assist and support the families and supporters of those living with cancer or any family member bereaved by cancer through a range of holistic and complementary therapies. All of our services are provided free of charge to people affected by cancer.

The role of Administration Assistant is to deliver excellent administrative support to the charity, supporting and facilitating the charity in the delivery of excellent service to our clients, donors, volunteers and supporters. To promote and foster the culture of the organisation and facilitate the provision of a healing environment ensuring the comfort and wellbeing of our clients at all times. This is a busy and varied role where you will have direct contact with clients; you will provide admin support for all aspects of the charity's work, and you will assist with financial administration. This role requires you to have excellent organisational skills, tact and sensitivity and to always uphold confidentiality.

Key Responsibilities

Administration & Governance:

• Provide administrative support on a day-to-day basis for the full range of the charity's work.
• Support the recording and monitoring of all client data, including ensuring compliance with Data Protection, GDPR and identifying areas for improvement.
• Support with social media communications
• Operate as part of a team which ensures the effective day-to-day operation of the Centre, including providing occasional cover during periods of absence of colleagues

Service Delivery:

• Liaise with clients and other healthcare professionals, as required, focusing on excellent delivery of service.
• Be the first point of contact for all clients and new clients, by telephone, e-mail or in-person.
• Support the client assessment process, as required.
• Input and analyse data on service provision and service users.
• Organise and support volunteers as and when required, liaising with other staff as required.
• Assist with diary management for the appointments diary and ensuring staff and therapists are informed of daily diary.

Finance:

• Prepare bank lodgements, send thank-you letters for donations, and update CRM systems.
• Contribute to the development of financial reports as required.
• Managing donor data in line with Data Protection legislation and Charis Cancer Care policies and procedures relating to the processing and storing of data
• Support fundraisers with material distribution as required e.g. event letters, collection buckets, fundraising materials.
• Support with finance admin including data entry on the finance software
• •Accurate and timely data entry of incoming funds on charity spreadsheets/databases
• Maintain accurate expenditure records as required.
• Ensure compliance with financial policies and procedures.

Fundraising:

• Support fundraising initiatives across the charity
• Responsible for the accurate recording of Gift Aid declarations at the Centre and liaising with the Income Generation Manager on matters pertaining to income.

Financial Accountability

• Responsible for working within agreed annual budgets.

Person Specification

Job-Related Experience

Essential

• Excellent communication and interpersonal skills
• Time-management and excellent organisational skills
• Ability to manage a demanding workload and multiple deadlines.
• Microsoft Office skills and IT literate.
• Ability to work flexibly. This role may require some work outside normal working hours.

Desirable

• Experience in a health care environment
• Experience of dealing with volunteers

Terms & Conditions:

• 37.5 hours per week.
• Salary: £26,000 per annum
• Main place of work is Charis Cancer Care Centre at Lough Fea, but with occasional requirement to work from home to suit business needs.
• 25 days Annual Leave rising to a maximum of 30 days (dependent on years of service)
• 12 Bank Holidays in addition to paid Annual Leave
• Access to a Health Cash Plan
• Membership of NEST Pension Scheme with 4% employer contribution.
• This post carries a 6-month probation period.
• The post is offered on a permanent basis.

Please find the application form attached below.

Closing Date: 17th September 5.00pm

Interviews will be held at Charis Cancer Care, 163 Lough Fea Road, Cookstown, BT80 9TU on 25th September.