Job Description

Main purpose of post
The main purpose of the Administrative Assistant is to provide a welcoming
reception to everyone who uses our public spaces and to provide accurate and
timely administrative support to facilitate the efficient running of our services.
By providing effective administrative support, this role will help to ensure that
the charity's resources are used effectively to support cancer patients across the
region.
Key responsibilities
Reception Duties
? Greet all visitors and service users in a warm, friendly, and empathetic
manner
? Handle incoming phone calls, emails, and in-person queries with
empathy, professionalism, and confidentiality, responding to questions
or concerns and signposting to appropriate services and colleagues
? Maintain a clean and welcoming reception area
? Provide refreshments for guests and support hospitality for in-house
events
? Manage appointment bookings and room usage for services, meetings,
and events
? Manage appointment bookings for transport, counselling, therapies,
group activities, and support sessions, ensuring schedules are accurate
and up to date, sending appointment reminder calls/texts/letters to
clients as required.
? Coordinate volunteer transport driver and freelance therapist schedules
? Liaise effectively with staff, volunteers, therapists, and healthcare
professionals to ensure that every individual receives the right level of
care and support at the right time
? Maintain clear and accurate records of client interactions, appointments,
and referrals in line with GDPR and safeguarding practices
? Act as a vital communication link between service users and the wider
team, flagging any concerns or urgent needs promptly
? Offer a calm, reassuring presence to individuals who may be distressed,
anxious, or seeking information at a vulnerable time, engaging senior
colleagues, as appropriate
? Open and close patient spaces and set up the centre space for workshops,
support groups and other events. Administrative Support
? Maintain accurate records and update databases, including service user
information
? Inputting data into relevant systems accurately and in a timely manner
? Assist with preparing correspondence, reports, and materials for
meetings
? Assist in the processing of post, deliveries, and office supplies
? Liaise with volunteers, staff, and external service providers as needed
? Managing the consumables within this patient space and ordering
replacement stock as and when required.
? Provide general administrative support to the wider team as required.
? Take donations in any of the Weston Park Cancer Charity locations
? Arranging room bookings both internally and externally.
General Duties

• Report accidents and incidents as per Weston Park Cancer Charity's policy.
• To be an ambassador for the charity.
• Demonstrate a positive and supportive attitude to staff and volunteers and

uphold the philosophy and values of the charity.

• Respect confidentiality applying to all WPCC areas. Adhere to GDPR policy.
• Be proactive with your training and development needs, maintain relevant

professional registrations and adhere to codes of practice.

• Participate in team meetings and events.
• Adhere to all WPCC's policies and procedures

Who you are
We are looking for someone with a highly organised and flexible approach to work.
You must possess excellent interpersonal and communication skills with a
high degree of attention to detail. This is a rewarding opportunity to be part of
a team that directly improves the lives of local people affected by cancer.
About you:
? You will enjoy working directly with the public and be empathetic
? Be detailed-oriented and enjoy working to clear and transparent processes
? Able to manage your own workload and priorities to agreed deadlines
? Act as an ambassador for Weston Park Cancer Charity, reflecting the objectives
and values, and to always work in the best interests of the charity.
? Support and encourage harmonious internal and external working relationships
? Make a positive contribution in delivering the charity's strategy and raising
the profile of Weston Park Cancer Charity
Location
Salary
24,570-25,867
Type of Contract
Full Time
Hours
40
Benefits
Closing Date
01-10-2025
How to Apply
Application format: Please send a CV and covering letter demonstrating that you have read the job description / person specification and how you meet the essential and (where relevant) desirable criteria for this role. This can include skills, training, membership of professional bodies and experience. The covering letter will form a key part of the recruitment process, and you should demonstrate your suitability for the role in no more than two pages. Weston Park Cancer Charity is committed to promoting equality of opportunity and values diversity of culture among our staff. All applications are anonymised as part of the selection process, so please do not forward any documents in PDF format. Apply to: HR@wpcancercharity.org.uk
Web Link

Skills Required