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Volunteer Clerical – Community Services Team

Role                                       Volunteer Clerical – Community Services Team

Location                                 East Lancashire Hospice

Accountable to:                     Head of Department                                                                                        

Role requirements:               Two Satisfactory references / Enhanced DBS check                                            

Role Summary

Under supervision and direction of professional staff provide administrative support that helps the Community Services Team to provide an efficient service.

When we need you to be available

The expected commitment for this role is a minimum of 3 hours a week to be agreed with Head of Department plus attendance at regular quarterly meetings.

Community team (Hospice at Home and Clinical Nurse Specialist)

Monday, Tuesday, Wednesday Thursday or Friday: 09.15 – 12.45

Sessions required

Monday

Tuesday

Wednesday

Thursday

Friday

AM

PM

x

x

x

x

x

What we would like you to do

  1. Answer telephone enquiries, taking and relaying messages in a polite and helpful manner
  2. Make telephone contact with individuals under the guidance of the clinical team.
  3. To liaise with other members of the department obtaining and communicating necessary information accurately to assist the provision of a quality service for the patients
  4. Where applicable, ensure that menus are up to date and enough forms in stock
  5. To support the Unit with clerical duties such as: 
  • Using department communication systems including message book taking action where required 
  • Preparing document packs.
  • Filing of letters or documents 
  • Photocopying and faxing Annual Leave Sheets­/Updates 
  • Typing up of notes from meetings as required
  • Shredding of paper and documents where necessary
  • Request supplies of stationary to maintain stock levels within the department
  • Take letters, samples or other items to reception or other offices and departments
  • Maintain accurate contact lists within the department
  • Assisting with mileage claims using AA Route Planner 
  • Carry out other clerical duties as required

General Requirements

  1. ​To have a friendly, welcoming and sensitive approach to patients, staff, volunteers and visitors at all times 
  2. Work under the supervision and direction of the named lead person in the department 
  3. Communicate effectively with all those using hospice services ensuring the team receive any relevant information
  4. To respect all information concerning volunteers, employees and patients as strictly confidential at all times
  5. Maintain confidentiality of all hospice information at all times which includes information related to patients, family members, carers, volunteers and staff  
  6. To undertake training and development, including any mandatory training, applicable to the role 
  7. To work within all hospice policies and procedures rules relevant to your role and ensure you are competent to use any equipment relevant to the role  
  8. Maintain appropriate and respectful relationships with all those accessing or involved with hospice services  
  9. Exercise good personal time management, punctuality, appearance and consistent reliable attendance 
  10. Act as an ambassador for the East Lancashire Hospice promoting at all times the hospice mission, values, and acting in a way to uphold public confidence 

Skills, knowledge, abilities and qualities

  • Experience in clerical, administrative/­reception work 
  • Telephone skills
  • Computer skills – Word/Excel
  • Good verbal communication skills
  • Able to work as part of a team
  • Smart presentable appearance
  • Able to adjust to changing priorities
  • Good interpersonal skills. 

Review of this description

This role description is intended as an outline of general areas of activities and will be amended in the light of changing needs of the Hospice.  It is expected that the volunteer will be positive and flexible as possible using this document as a framework

      

Description

Application