Office management
Ensuring the smooth running of the office, management of office systems and administration (including filing, meeting rooms), ordering stationery and supplies, managing switchboard, managing suppliers and contractors on site, arranging travel & accommodating for business trips, setting up internal office systems, managing office email address and directing correspondence and queries.

Finance management
Invoicing, purchase & sales ledger, payroll, cash flow, preparing monthly management accounts, VAT returns, dealing with client and supplier queries, bookkeeping and petty cash.

Providing key administrative support to the Chief Executive
Word processing all correspondence, safeguarding information and ensuring confidentiality, preparing Powerpoint presentations for meetings, seminars and conferences, maintaining electronic and paper filing system, fielding calls, diary management, collating resource material, dealing with and responding to queries both verbally and in writing on behalf of the Chief Executive.

Strategic Plan and Policy Review
Supporting the Board of Trustees and Senior Management Team with strategic review and business plan, promoting collaborative work with other hospices and health professionals, arranging visits to the hospice, liaising with other hospices and professionals to gather and share information to help push forward the children’s hospice movement nationally and internationally.

Managing reception area
Line management of Reception Co-ordinator and a team of reception volunteers.

Office management
Ordering stationery and supplies, liaising with relevant staff contractors and internal department, and co-ordinating office moves, writing up procedure and maintaining archive and storage centre for hospice, setting up and implementing administrative procedures to ensure uniformity of the hospice’s image, setting up and attending meetings with external service providers on behalf of the hospice.

Budget management
Working alongside the Budget Administrator to allocate the budget to various schemes for busy Central London Team, monitoring monthly spend, making relevant adjustments and transfer of funds between schemes.

Purchase orders & invoicing
Raising and processing purchase orders, liaising with Accounts Payable department to ensure payments and receipts are processed timely, daily invoice processing, resolving all invoice related queries to avoid late payments, attending meetings with suppliers to improve communications and resolve queries.

Information for decision making
Providing financial information as and when required, preparation of monthly accruals, forecasting and preparation of weekly statistic reports, maintaining team finance records.

Assisting team engineers with training and implementation of new SAP system.
Attending Budget Administrators meetings to report on general financial processes and suggest improvements.