T 01392 254 978 - Windows · Web viewIn 1996 Sara Davenport sold her art gallery in order to...

Front Desk Manager(Part time, 20 hours/week)

The HavenWessex

APPLICATION PACK

ContentsThe Role 2-3About The Haven 4Haven Fundraising 5Terms and Conditions 6How to apply 6

Closing date: 22nd February 2016 (9.00am)

Interview date: 1st March 2016

Front Desk ManagerThe Haven, Wessex, Titchfield

The Role

Havens London • Hereford • Leeds* Wessex Patron HRH The Prince of Wales

The Haven is the working name of Breast Cancer Haven Registered Charity No. 1061726Registered Office: Effie Road, London SW6 1TB. A Company limited by Guarantee. Registered in England No 3291851

Reports toWessex Haven Macmillan Manager

SalaryUp to £26,700 FTE according to experience

StatusPart time, 20 hours a weekThe hours of work will be Mon and Fri 9-3 or 10-4, Tue and Thurs 11.30- 17.30, but flexibility will be required as the role is expected to cover reception during periods of staff leave/absence. The hours of cover are 08:30 – 17:30.

Location35 The Square, Titchfield, Hampshire PO14 4RT

The Role

The Person We SeekThe Front Desk Manager will have experience of working within the charitable or medical sector. You will be a strong and effective communicator, able to vary your style to encourage and get the best out of those around you. You will have experience of providing reception and administrative support for a busy environment. You will have experience of managing a small team of paid staff and volunteers.

You will support The Wessex Haven Macmillan Manager who is responsible for running of The Wessex Haven.

The job is based in Titchfield.

Job Summary Front Desk Manager

Lead and co-ordinate the day-to-day running of the front desk teamEnsure the smooth running of reception in order to provide a calm, welcoming and efficient service to all Visitors to The Wessex HavenResponsible for setting up Therapist appointment availabilityResponsible for ordering and maintaining adequate stock levelsUnder direction of the Haven Manager ensure the Wessex Haven building is maintained to a high standard and that facilities for staff and Visitors are in good working order and compliant with all statutory regulations.



Detailed Responsibilities and Tasks

Management ResponsibilitiesLead and co-ordinate all reception duties at The Wessex HavenRecruit and manage the front desk team, which may also include VolunteersEnsure adequate levels of staff are maintained, identifying where cover may be neededManage therapist availability, maintaining records of holiday absence and setting up appointment availability for forthcoming months on Visitor databaseAgree annual personal development plans with members of reception teamPerform annual performance reviewsIn collaboration with the Wessex Haven Manager devise and implement efficient systems to maximise the effectiveness of receptionEnsure all Visitor databases are maintained and updated, providing monthly reports to the Wessex Haven ManagerUnder direction of the Wessex Haven Manager ensure the building, utilities and equipment therein is regularly maintained to a high standardUnder direction of the Wessex Haven Manager ensure the Wessex Haven is compliant with Health and Safety LegislationEnsure all access points to the building are kept clean and free of debrisEnsure daily cleaning of the building is maintained to a high standardProvide administrative support to the Wessex Haven Manager

Front Desk DutiesProvide a warm welcome to all Visitors in person and by telephoneEnsure all public areas of the building are kept well presented at all timesLiaise with Therapists regarding Visitor arrival, bookings and relevant informationOperate switchboardHandle new Visitor enquiries, acting as first point of contactMaintain appointment bookings and cancellations on visitor databaseProvide information to Visitors and staff regarding Therapist availability, group classes, diary changes, workshops etcManage Visitor correspondence and filesLiaise with Haven Manager with respect to any Therapist or Visitor issues that ariseCreate and update all forms of information (leaflets/posters/website) regarding groups, classes and workshops, ensuring accurate and up to date information is displayed at all times

BudgetsProvide the Wessex Haven Manager with checked therapist invoices for authorisation every monthAgree the annual budget for the Wessex Haven with the Wessex Haven



Manager, for all kitchen, therapy and office suppliesMonitor budgets to ensure that monthly targets are metResponsible for all budgeted expenditure to ensure the Wessex Haven is not over budget.

AdministrationPerform filing and other general administrative tasksTake payment for goods and classesPrepare till reconciliationCo-ordinate purchasing of kitchen, therapy and office supplies to ensure value for money and adequate stock levels are maintained.Ensure Visitors events calendar on website is kept up to date at all timesLiaise with Kitchen Volunteer Co-ordinator to ensure smooth running of service

HousekeepingEnsure therapy and group rooms are well stocked and are ready for use at any timePlanning ahead for seminars and workshopsOversee laundry and cleaning arrangementsAs required open up/close down and secure reception and the whole building at start and end of dayOrganise catering for Visitor and staff meetings as required

GeneralMaintain complete confidentiality on all data on staff, volunteers and services within The HavenCarry out any other reasonable duties as requestedThe Haven is committed to Equal Opportunities for all present and potential members of staff and patients, therefore The Haven expects all employees and volunteers to understand, support and apply this policy through their working practices which requires all individuals to be treated with respect, dignity, courtesy, fairness and consideration.This is an outline job description and may be subject to change, according to the needs of the service, in consultation with the post holderThe post holder must familiarise themselves with matters relating to health and safety management as they affect them personally and/or The Haven, reporting any potential risks to life or property immediately in accordance with The Haven’s Health and Safety policy and procedures. They must use all equipment provided to undertake their role safelyMen can get breast cancer too



Qualifications/SkillsEssential Desirable

Minimum 5yrs front desk experiencePrior team leadership/management skillsHigh level of skill in all aspects of Microsoft Office (Word, Excel & Outlook)Working as part of a teamExcellent communication and inter-personal skillsExcellent telephone mannerExperience of devising and implementing effective office systems and ensuring compliance.Experience of dealing with suppliers and other external agencies.

Experience of working within a charityAbility to liaise effectively at all levels within The HavenExperience of working with volunteersExperience in a healthcare environmentUnderstanding of and interest in complementary

therapies

Personal Characteristics

Sympathetic to the aims and the work of The HavenAbility to manage conflicting demands and priorities on timeGood organisational skills - forward thinking with a logical mindConfident & well presentedStrong social & communication (written and oral) skills, sympathetic and discreetSelf-motivated, ability to work on own initiative and as part of a teamResponsible and responsive attitudeFlexible approach

About The Haven

HistoryIn 1996 Sara Davenport sold her art gallery in order to start The Haven. She was inspired to do this when her friend was diagnosed with breast cancer and she could see the need to create somewhere like a Haven to help support her recovery. In February 2000 HRH The Prince of Wales, Patron of The Haven, opened the first Haven in Fulham, London. In January 2004 he opened the second in Hereford. The third Haven opened in Leeds in October 2008. A new Haven in Wessex will open in October 2015.



Why is there a need for The Haven?1 in 8 women develops breast cancer in the UKOver 48,000 new cases of breast cancer are diagnosed each year

What is a Haven?Havens are day centres offering free support, information and complementary therapies to anyone affected by breast cancer. We provide a comforting environment where Visitors can benefit from the support of our welcoming staff and from meeting others going through similar experiences.

“Having breast cancer made me want to improve every aspect of my life, to give myself the best chance. But I needed information and advice on what would help me most, physically and emotionally. I found this at the Haven”. Clare

Fundraising

It costs approximately £3 million a year to run our Havens in London, Hereford, Leeds and Wessex.

Our Haven funds are raised through a variety of methods managed by our Fundraising Team. We have a successful annual events programme. Trusts and foundations also contribute significantly to the annual fundraising requirement as do individuals through our Haven Guardian programme.

Government supportCurrent difficulties in funding the NHS mean that we do not expect that the government will provide funds to support complementary therapies, at least until such time as their use can be proven to reduce the cost of conventional treatment. The Haven, therefore, receives no government funding. Our plans assume that running costs and the funding of future Havens have to be met through charitable donations and fundraising events. Plans for the futureThe Haven has enjoyed considerable success in a short period of time. Its plans are ambitious. Its fundraising and marketing strategy must secure the charity through the current economic climate and also keep pace with planned expansion.

The key features of the current strategy are:Ensuring that our services become more widely available and accessible by:

o Having a programme of Haven openings with a view to creating a network in areas of greatest perceived need.

o Providing support to those unable to access a Haven, via our outreach programme, including our new DVD ‘The Haven at Home’.



Ensuring that the programme offered at The Haven maintains high clinical standards and represents the best that can be offered in light of new research.Generating sustainable income streams.Ensuring the service is used to its full potential; increasing the understanding of the programme by the medical community and further attracting those who might benefit from the services provided.Developing a high performing organisation to support the Haven growth strategy.Developing the marketing strategy:

o Strengthening brand awareness and visibility o Increasing awareness of The Haven within the medical community

Pursuing a number of focused research programmes, in collaboration with other organisations, into the clinical effectiveness of integrated breast cancer care.

Terms and Conditions

20 hours per week ( 2 days 9am-3pm or 10am-4pm) 2 days 11.30am-5.30pm)Three month probationary period25 days holiday of which 3 days are to be taken between Christmas and New YearPension contribution following probationary period

How to ApplyWe would like to take this opportunity to thank you for your interest in The Haven.

We recognise that applying for a job is a two-way process. You will want to find out about the charity as an organisation just as much as we want to find out about the skills, knowledge and abilities that you could bring to the post.

For further information about us please visit www.thehaven.org.uk

Your Application If you wish to apply for the position of Front Desk Manager, please send your CV, details of your current salary and attach a concise statement summarising why you think you should be considered and what you feel you could contribute to the post.

If you wish to informally discuss the position, please ring Marian Parfitt, Wessex Haven Macmillan Manager on 01329 559293

You can email or post this to:Page

7Havens London • Hereford • Leeds* Wessex Patron HRH The Prince of Wales


Marian Parfitt, Wessex Haven Macmillan Manager, The Wessex Haven, 35 The Square, Titchfield, Fareham, Hampshire PO14 4RTEmail: [email protected]

If you do not hear from us presume that you have not been accepted for interview.

When making your application, please state where you saw this advertisement

Closing date: Monday 22nd February 2016Interview date: Tuesday 1st March 2016



T 01392 254 978 - Windows · Web viewIn 1996 Sara Davenport sold her art gallery in order to...

Documents

Transcript of T 01392 254 978 - Windows · Web viewIn 1996 Sara Davenport sold her art gallery in order to...