Admin Jobs

The ideal candidate will have a passion for supporter care and ideally have prior experience in a donor support role or experience in customer service, administration as well as data entry. You will be looking for 37.5 hours a week and have the ability to work flexibly including some evenings and weekends to support at our charity or donor events. 

Main duties of the job

This is an integral role which aspires to give our supporters the best possible experience on their fundraising journey with the aim of building long term relationships. The role will take a lead on Supporter Care with all donors for the charity team, acting as a helpful and knowledgeable “front-line face” for patients, families, staff and volunteers.

Key duties: 

- Manage the start and end of the stewardship journey for all donors and fundraisers by dealing with all enquiries through email, post or phone or face to face at the office ensuring that we meet the best standards of donor care 

 - Manage post and charity office filing system and the banking and thanking process 

- Maintain relationships through regular contact with donors throughout their fundraising journey offering any support or guidance needed to maximise their giving

- Act as a dynamic presence, leading and recruiting volunteers, community groups and small companies to organise fundraisers for our charity

- Build fantastic connections with patients, NHS staff, volunteers and our wider community to recruit new donors, fundraisers, volunteers and charity champions

- Support in growing the number of supporters playing the hospital lottery and those giving through our hospital ‘giving plaques

- Support all fundraising activity and represent the charity at events

- Manage and maintain the CRM system (donorfy) which includes entering all donor data including financial transactions and communications 

- Send updates to supporters to retain and increase life-time value and reactivate lapsed donors

- Send donation reports to the charity team

- Make suggestions on how to improve supporter care and implement these ideas

- To recruit and manage office based volunteers

About the organisation 

We currently raise between £1-2m a year for East and North Hertfordshire NHS Trust which has four sites local to Hertfordshire, including the Lister Hospital (Stevenage) and Mount Vernon Cancer Centre (North London). We are proud to raise funds to enhance the care provided by our wonderful clinical colleagues and to contribute to a positive patient experience. We also support a number of wellbeing initiatives to support our staff. Working for the NHS offers a fantastic benefits package, including a generous pension, agenda for change pay progression, 27 days leave plus bank holidays and flexible working.

Our Commitment to Diversity & Inclusion

We help patients, families and staff from every background and are committed to building a diverse and inclusive workforce that represents the hospital community that we support. If you share our passion for our cause and are motivated by our aims to bring in funds to make a difference across our hospitals, we’d love to hear from you.

Please note- if the candidates we are looking for apply we may bring our scheduled interviews early and close any further applications so don't leave sending in your application too late if you are interested in the post. 

Training Officer (Accreditation)
£30,500 pa plus excellent benefits
London Bridge, London
35 hours per week, full-time 

The Training Officer (Accreditation) is critical to the work of the College, as you will provide services to both trainees and Certificate of Eligibility for Specialist Registration (CESR)/portfolio applicants, supporting them in completing their training programmes and specialist registration.  

As Training Officer (Accreditation), you will develop a thorough understanding of the RCEM Curriculum and CESR processes, ensuring that all trainees and applicants receive high-quality support and advice in line with continuous developments and changes to College standards and GMC regulation. This is an important role for the College as you will contribute to the efficient regulation and support of specialist training in Emergency Medicine.

Responsible for facilitating and processing Certification for the Completion of Training (CCT), Specialist Registration and CESR applications, including formal notifications to the GMC and coordination of CESR panel reviews, you will provide documentation for GMC CCT Quality Assurance audits and maintain detailed records relating to the CESR process.

Reporting to the Training Manager, you will lead on the recruitment, induction, training and monitoring of CESR evaluators, developing strong working relationships with key stakeholders, including consultants, trainee doctors, Health Education regions, deaneries and lay members.

Degree qualified or with equivalent experience, you should have an extensive background in administering training programmes and complex processes, and have a strong understanding of Microsoft Office and the ability to learn new software packages. You should also be capable of collating and analysing complex data and be able to identify areas for improvement and make recommendations for change.

With excellent interpersonal, communication and organisational skills, you will be at ease drafting correspondence, reports, spreadsheets and other documents, ensuring accuracy and clear presentation.

An understanding of Data Protection and confidentiality along with knowledge of the CESR process is essential. Experience of event management and of servicing committees, including preparing agendas and taking minutes, would be advantageous.

The Royal College of Emergency Medicine was established to advance education and research in Emergency Medicine. The College is responsible for setting standards of training and administering examinations in Emergency Medicine for the award of Fellowship and Membership of the College as well as recommending trainees for CCT in Emergency Medicine. The College works to ensure high quality care by setting and monitoring standards of care and providing expert guidance and advice on policy to relevant bodies on matters relating to Emergency Medicine. 

At The Royal College of Emergency Medicine, you’re part of an ecosystem of support dedicated to caring for people in crisis. You’ll join a diverse team of high-performing, passionate individuals dedicated to a mission that matters - each with the courage to try new things, take the initiative, and hold themselves accountable. You’ll craft a career with real purpose, supported either by one of our structured career paths or by bespoke training investment that reflects your unique passions and ambitions.

You’ll find an organisation centred on culture and driven by the ethos of respect, integrity, collaboration and innovation that sits at the heart of our college values. Here, we’re continually striving to do things better, together. And you’ll benefit from systems designed to support you to be at your best, with investment in cutting-edge technology, learning, and empowering working practices. Whether we’re engaging directly with our members or developing our crucial support functions, we’re each an equally vital part of RCEM’s success. It’s a breath of fresh air, in service to a socially-critical mission. RCEM. Where a meaningful career is a rewarding career. 

At RCEM diversity, equality and inclusion is an integral part of our culture so it is important to us that this is reflected in everything that we do. We welcome applications from all individuals irrespective of age, race, gender, sexual orientation, ethnicity, religion or belief, disability, marital status or parental responsibilities to ensure we actively embrace an inclusive and representative culture that encourages, supports and celebrates our differences.

For further information and to apply, please send your CV and covering letter via the application button. Please draw upon your experiences in your life, education, work, or voluntary roles to address to the points outlined in the Person Specification which can be found on our website. 

It is essential that a comprehensive cover letter is provided in order to be considered for shortlisting. 

Closing date: 6 December 2024.

Main purpose

The Business Manager is a member of the school’s senior leadership team and is responsible for managing the strategic operation of the business functions of the Southover Partnership, including compliance, financial management, health and safety, human resources, premises, IT, and general administration.

The successful candidate will advise on and implement the day-to-day support that enables the Southover Partnership to operate effectively and efficiently, and which allows other members of the leadership team to focus on teaching and learning.

Duties and responsibilities

Leadership and strategy

· Under the direction of the Executive Headteacher (EHT), lead on all financial matters in the Southover Partnership, to enable successful financial performance and to ensure financial decisions are clearly linked to the Southover Partnership’s strategic goals

· Oversee recruitment processes and procedures

· Attend all senior leadership team meetings and report to Trustees where appropriate

· Allocate resources in line with the Southover Partnership school improvement plan and carry out long-term resource planning that reflects the school’s 5-year plan

· Take all decisions in line with the vision and values of the Southover Partnership, and encourage others to do the same

· Oversee and implement a marketing plan for the Southover Partnership, which utilises the Southover Partnership website, signage, the prospectus, and communications with current and prospective parents in collaboration with the EHT and Heads of School

· Monitor developments in technology and consider how it can be used to enhance the Southover Partnership’s business procedures and processes

· Implement the organisation’s fundraising and income generation strategy, choosing fundraising priorities in line with the Southover partnership strategic vision

· Be responsible for performance appraisal for all administrative staff, including supporting professional development

· Alongside the wider leadership team, ensure staff well-being is a priority and that the systems and processes are in place to support staff to be effective in their role

Compliance

· Manage the Southover Partnership’s compliance with statutory obligations including the SCR, and advise others on the relevant legal, regulatory and ethical requirements

· Track all the Southover Partnership policies and ensure they are updated in accordance with the policy review schedule

· Monitor and update the risk register

· Ensure that the Southover Partnership has adequate insurance cover at all times to include employer's liability, public liability, buildings and equipment cover, personal accident, professional indemnity, travel insurance and other relevant cover. (Professional advice should invariably be sought)

·To support the EHT to ensure that the school is compliant with all parts of the ISI guidelines.                                                                                                                 

Financial management

· In partnership with the EHT & SLT, create and manage the Southover Partnership’s budget and forecast future years’ budgets ensuring it is balanced, realistic, represents an effective use of funds and enables the EHT to make strategic, long-term decisions

· Submit the budget to the Trustee Board annually, & provide and present financial reports at least termly for the Trustees, providing insightful information to aid short- and longer-term decisions, including the consideration of financial risks

· Monitor the budget all year round, by providing monthly management accounts and reports to the EHT, advising where revisions or changes are needed, annotating all material variances and taking actions to rectify negative variances

· Manage day to day financial operations, including cash flow, invoicing, debt collection, payroll, payments and other transactions

· Ensure spending on petty cash and company cards is within the limits of the finance policy. Oversee the reconciliation of these accounts

· Review all monthly postings as part of the month end process, calculating and posting cut off adjustments e.g. accruals, prepayments and deferred income

· Deal with any customer and supplier account queries that have been escalated by the team

· Authorise supplier BACS payments and ensure all other external payments (e.g. PAYE and pensions) are up to date

· Comply with financial reporting requirements and submit statutory returns to the Charity Commission and Companies House

· Prepare accounts ready for audit, liaising with the auditor to ensure a prompt sign off of the annual accounts

· Oversee the Southover Partnership bank accounts on a day-to-day basis, ensuring money is banked, invoices are paid promptly, money owed is collected, and clear records are kept

· Lead on procurement processes, managing tenders where appropriate, conducting due diligence, benchmarking and evaluating suppliers, negotiating deals and ensuring value for money 

· Ensure the effective and efficient operation of staff involved in finance, delegating tasks to finance/administrative staff where appropriate; in particular, bookkeeping tasks, Local Authority contract management and resource ordering, to ensure best value

· Ensure that where applicable, Gift Aid is claimed on all charitable donations

· Maintain a strategic financial plan that will indicate the trends and requirements of the Southover Development Plan and will help formulate future year budgets

· At least annually, review calculations of fees and charges made to local authorities and schools to ensure they are appropriate and financially sound

Fundraising

· Investigate and recommend potential funders and funding streams to EHT and Trustees and follow up as required

Human resources

· Manage the Southover Partnership’s payroll provision with the payroll provider and approve monthly payrolls, ensuring all staff are paid correctly in a timely manner

· Manage day to day administration of the Pension scheme re starters, leavers and ad hoc forms, updating pension provider with monthly payroll contributions

· Ensure that recruitment, appraisal, disciplinary and grievance policies are administered in accordance with employment law

· With the EHT, conduct reviews of the Southover Partnership’s staffing structure to ensure effective deployment of staff and financial efficiency

· Ensure compliance with all relevant aspects of employment law including employment protection, equal pay, minimum wage, Working Time Directive, pensions or discrimination on the grounds of sex, race or disability

· Act as the EHT’s adviser on employment matters, including disciplinary procedures and ensure that the Southover Partnership has appropriate disciplinary and grievance procedures. Liaise with the external HR adviser where appropriate

· Participate in the recruitment of staff and handle related administration. Be responsible for ensuring the recruitment procedures are in line with Partnership policies

· Ensure that all relevant staff have contracts of employment including variations and maternity leave arrangements. Keep the Southover Partnership 's standard contracts & terms and conditions of service up-to-date as new legislation takes effect

· Lead on and monitor the effective use of staff access to support, counselling, Occupational Health and Education Support services both internally and externally in accordance with the Partnership policies and procedures

· Work with members of the Partnership Leadership Team to ensure that staff development needs are identified and that appropriate programmes are designed to meet such needs

Health and safety and facility & property management

· With the EHT, supervise the maintenance of the Southover Partnership’s sites

· Supervise the Facilities, Site and IT Officer to ensure Southover Partnership’s compliance with health and safety regulations, and put in place processes and procedures to ensure the safety of all in the Southover Partnership  

· Manage the Facilities, Site and IT Officer to:

· Ensure a safe, properly maintained and secure environment on all sites for the stakeholders of the Southover Partnership in which safe and effective learning can be provided

· Ensure the supervision of relevant planning and construction processes is undertaken in line with contractual obligations

· Ensure the continuing availability of utilities, site services and equipment

· Monitor, assess and review contractual obligations for outsourced services

· Ensure ancillary services e.g., cleaning, etc., are monitored and managed effectively

Office administration, IT & management information systems

· Keep records in accordance with the Southover Partnership’s record retention schedule and data protection law, ensuring information security and confidentiality at all times

· Administer Governor Hub

· Attend and support the Finance and Governance sub-committee and full Trustee Board meetings & ensure that the administrative support for school governance is carried out to a high standard

· Be the Southover Partnership’s lead on data protection, taking responsibility for monitoring data protection compliance and advising the Southover Partnership community on data protection issues

· Direct the work of the Facilities, Site and IT Officer to ensure the management of IT and management information at the Southover Partnership is efficient and up to date.

The School Business Manager will be required to safeguard and promote the welfare of children and young people and staff, and follow the Southover Partnership policies and the staff code of conduct.

Please note that this list of duties is illustrative of the general nature and level of responsibility of the role. It is not a comprehensive list of all tasks that the Head of Business and Finance will carry out. The postholder may be required to do other duties appropriate to the level of the role, as directed by the EHT.