Age UK East London

2 job(s) at Age UK East London

Age UK East London
Aug 01, 2025
Full time
Background to the role In April 2024 we launched an ambitious five-year strategy. At the same time, in acknowledgement of the fact that if we are to deliver for older people we need to change as an organisation, we began a process of internal transformation. Across the organisation trustees, staff and volunteers are working hard together to lead Age UK East London to become more professional, more collaborative and more sustainable. We are proud of the progress we have made; 95% of staff say they would recommend us as a place to work. This new role along with a new Governance and Executive Support Coordinator role has been created to help us make faster progress towards achieving these transformational goals. This appointment comes at the time of a review of our premises needs. Job description Job Purpose Your role is an integral part of the central team with responsibility for procedures, systems that support the effective, efficient, and compliant managing of our premises, IT systems and some HR functions. You will play a key role in delivering and maintaining our offices and facilities, and the IT services for the whole organisation alongside our retained IT consultants. By providing high quality operational and administrative support you will play a critical role in ensuring the smooth operation of our organisation. You will do this by: Supporting the Director of Finance and Operations in delivering and maintaining effective operational function at the charity. Including but not exclusively, Health & Safety, Insurance, Premises, Facilities, Vehicle Management, IT and CRM system services. Improving existing office systems and identifying opportunities to develop new systems and processes to enable people to work more collaboratively, efficiently, and effectively. Coordinating and implementing efficient HR processes and record-keeping, including recruitment, onboarding and training of staff. Being the key contact for staff and volunteers for all IT and premises matters including induction and training. Providing management for the maintenance and smooth running of the physical premises of the workplace ensuring they are safe and equipment is available and in good order. Key Tasks Coordinate and implement processes that relate to our staff Support the coordination of recruitment, pre-employment checks, onboarding, induction and training processes for new staff. Maintain accurate records of staff annual leave, mandatory training, DBS renewal, appraisals, and probation reviews and liaise with staff/managers as appropriate. Carry out workstation assessments as needed Premises Act as the first line of support for premises and facilities across all our locations. Maintain secure and organised premises and facilities, which ensure colleagues, volunteers and visitors are safe and experience a welcoming environment. Serve as the first point of contact for all health & safety matters. Help establish and maintain safe working practices and policies and undertake basic risk assessment Act as the first point of contact for equipment requests; including being responsible for issuing and returning stock, regular stock checks and ordering stock as required. Managing relationships with facilities and other providers such as utilities, fire safety access, and cleaning Support the Director of Finance and Operations in developing and implementing a new premises strategy. Promote environmental awareness and encourage the charity in its adoption of a greener approach, e.g. recycling, energy use, carbon footprint reduction. Manage the two cleaners. IT and systems Act as the first point of contact for IT and other technical support to staff, trustees and volunteers within the organisation Manage the relationship with our IT consultants to deliver contractual SLAs and policy updates. Coordinate IT stock purchases and monitor asset use across the organisation. Work effectively and efficiently with the outsourced ICT provider, Penelope Implement processes that maintain effective IT security. Assist in the onboarding and offboarding of employees, including software licences, logins, user processes, induction and IT systems training, and internal IT communication. Support the Director of Finance and Operations in developing and implementing a new ICT strategy. General To meet regularly with line manager for support, supervision and appraisal. To attend team and staff meetings, (and other meetings) as required. To undertake any other duties within the competence of the post holder as may be required from time to time for the continued smooth running of Age UK East London. To undertake all training required to fulfil the role. To carry out the duties of the post in accordance with Age UK s East London s policies and procedures including EDI, Health & Safety, Confidentiality, Complaints, GDPR, Safeguarding Vulnerable Adults and Children. Functional Links The role reports to The Director of Finance and Operations The role line manages the two cleaners Person Specification Research shows that while middle class white men tend to apply for job when they meet around 60% of the criteria, women, people from the global majority, and people from other marginalised groups that encounter systematic discrimination tend to apply only when they meet all criteria. So, if you think you have what it takes, but don t meet every single aspect of the job description, please still apply! Experience Essential Experience providing IT and facilities support to the organisation. Experience coordinating facilities or office management across multiple locations. Experience supporting basic health & safety and premises management. Experience coordinating recruitment or onboarding processes Desirable Voluntary sector experience. Experience with Salesforce or similar CRMs. Experience with implementing or supporting new systems. Experience managing IT or telecoms service contracts. Knowledge & Understanding Essential Good technical skills to navigate various IT systems, highly organised, and solutions focused. Good understanding of health and safety compliance requirements and standards in the workplace. Understanding of confidentiality and data protection principles. Understanding of EDI and a commitment to working in an anti-racist and non-discriminatory way. Understanding of HR processes (recruitment, induction, probation, appraisals). Skills/Attributes Essential Confident communicator , able to liaise with third-party suppliers (e.g. IT consultants, cleaners, utility providers). Ability to manage multiple streams of work (HR, facilities, IT) with strong attention to detail and prioritisation skills. High level IT skills in Microsoft (Outlook, Word, Excel, PowerPoint). Understanding of IT networks/infrastructure . Verbal & Written Communication : Must be able to communicate clearly, professionally and tactfully with internal and external stakeholders. Time Management : Ability to prioritise tasks and manage multiple deadlines. Attention to Detail : Must be able to ensure accuracy in communication, scheduling, and documentation and take accurate minutes. Can demonstrate AUKEL values (accountable, kind, flexible, inclusive, collaborative) in the way the service is delivered. Commitment to learning and development and reflective practise. Desirable Good understanding of the capabilities and potential of 365 Advanced AI skills Additional Requirements As Age UK East London works with children and vulnerable adults the post holder will be required to have a satisfactory enhanced DBS certificate. A criminal record will not necessarily, but may be, a bar to obtaining a position with the organisation. Additional Information This job description is not intended to be exhaustive, but rather to clearly define the fundamental purpose, responsibilities and deliverables for the role. In addition to the contents of this role description, employees are expected to undertake any and all other reasonable and related tasks allocated by line management. Should you be successful in this role this job description will not form part of your terms and conditions.
Age UK East London
Feb 19, 2025
Full time
Background to the role We have teams embedded in four hospitals across East London where they are recognised for the warm, responsive and kind person-centred service they provide for patients. They work in close partnership with ward managers, discharge teams and social workers to ensure the safe and timely discharge of patients, connecting them back to their local communities and ensuring that their chances of a sustained and speedy recovery are maximised. Our model has proven success in reducing re-admissions. Over the past 12 months we have worked to reorganise how our Home and Settle team works. We have done this to reduce the pressure on individual staff members, increase the extent to which the teams work together and improve the consistency and sustainability of the services. These new service manager roles are key to this new model of delivery. The postholder will build and maintain key relationships between the hospitals and Age UK East London and will lead a team of staff to deliver a high-quality hospital discharge service. This is an exciting time to join us as we build on our learning and successes and increase the extent to which we integrate our services. Fast paced and with no two days the same, this work suits self-motivated team players who enjoy highly rewarding work that makes a difference to people and communities. Job description Job Purpose To manage and develop the home from hospital settle service in the hospitals that you are responsible for, to support timely and successful patient discharges from hospital and prevent re-admissions. You will work in collaboration with hospital teams and community teams to lead and manage your team to support the smooth transition from hospital to home for service users. The service works with people for time limited support (usually up to 6 weeks) to adjust and settle back in their homes, and to prevent readmission into hospital. Key Tasks Work in partnership with the hospitals and other health and social care professionals to coordinate safe and timely discharges for referred clients. This involves attending meetings with hospital personnel including Discharge Co-ordinators and Ward Managers to discuss discharges and plan who and how individuals will be supported as appropriate. Manage a team working across two hospitals and ensuring the service is available between the contracted hours. Work collaboratively with other agencies providing support services. Conduct initial assessments of people referred to the services as necessary. Plan and develop person centred interventions to provide short term support for people after hospital discharge. Work with GPs as appropriate in identifying and supporting patients to reduce unnecessary hospital admissions. Work with people with a range of needs, dealing with issues ranging from social isolation and keeping people engaged in their community, to preventing unnecessary admission to hospital. Support the hospitals with delayed transfer of care (DTOC). Coordinate and monitor the caseload of referrals allocated to team members to ensure a fair and manageable distribution of work. Rota planning to ensure staff flexibility and availability, enabling planned rosters that best suit both hospital and patient needs. Develop your team which includes; supervision, appraisal, planning of continued professional development opportunities and training needs. Conduct regular management audits to ensure a consistent way of working and identify development and training needs in the team or individual. Develop and deliver a flexible service that can respond to peaks and troughs in demand. Ensure the service is meeting key performance indicators, and identify any concerns e.g. demand for the service exceeding the levels in the contract and taking proactive action to address this. Monitor performance of the services against KPIs and produce reports to demonstrate performance. Deliver front-line services when needed, e.g. sickness or staff shortages. This is by exception rather than you regularly doing support work. Manage the budget, sign-off expenses, and ensure the project is delivered to budget, liaising with the Finance Department as necessary. Support the directorate with generating funding e.g. being actively involved in consultation of possible projects, providing activity data, opportunity spotting, and/or supporting the production of tenders. On a rota basis, provide weekend on call cover for the services you manage, and other hospital settle services provided by AUKEL. Administration Lead on contract reporting, this includes quarterly, annual and adhoc reports as necessary. Carry out annual customer service surveys. Enable the impact of the service to be assessed and inform the improvement of other local services by keeping electronic records of all referrals and interventions, and producing reports on activity and outcomes, in accordance with KPIs. Meet and produce reports as required by the Head of Service. Ensure patient records are regularly updated through AUKEL database, and support staff to complete their administration via training etc. Work with the Communications team and the Head of Service, market and promote the service. Build and circulate a resource pack for the wider AUKEL team to generate referrals between services delivered by the charity. Quality Be familiar with and implement AUKEL policies and procedures. Ensure the service is delivered in accordance with Care Quality Commission principles. Ensure a cycle of continuous improvement by taking a lessons learnt review approach. Ensure that the requirements of the contract specification for the services are met. Ensure integration with other AUKEL projects, and service users are referred/sign-posted to appropriate support services available to them. Respond to safeguarding or other concerns and take appropriate reporting and management action. Lead on recruitment of staff for your team, and support others at AUKEL. Liaison Represent AUKEL and participate in appropriate external meetings and events and remain aware of local, regional and national issues affecting AUKEL clients. Develop external relationships with stakeholders, and build positive connections with health and social care partners Attend contract management meetings with commissioners alongside the Head of Hospital and Home Services. General Meet regularly with line manager for support, supervision and appraisal. Attend team and staff meetings, (and other meetings) as required. Complete any training required to fulfil the post. Carry out the duties of the post in accordance with AUKEL s policies and procedures including Equal Opportunities, Health & Safety, Confidentiality, Complaints, GDPR, Safeguarding Vulnerable Adults, Safeguarding, and Care Quality Commission (CQC) guidelines. Other duties which are consistent and commensurate with the responsibilities of the post and the needs and development of the Hospital Home and Settle Service. Functional Links The Home and Settle Manager is line managed by the Head of Hospital and Home Services The Home and Settle Manager line manages: Project Officers Discharge and Settle Workers Volunteers The role is part of the Home & Care Services directorate Close working is required with Age UK East London Finance Team Close working with Information, Advice, Advocacy & Befriending Services Handyperson services Close working with Age UK East London Community Services Close working with other take home and settle services across east London Person Specification Experience Essential Minimum of 2 years experience of people management including line management and team leadership. Minimum of 2 years experience of delivering services within a health or care setting at a level reflecting the responsibilities of the post. Of project recording and reporting to funders. Of leading service development and improvement and managing the change process. Desirable Experience of working with older people Experience of working within a hospital discharge setting. NVQ Level 2 Health & Social Care or Care Certificate Knowledge & Understanding Essential Understanding of the impact of discrimination and disadvantage on the lives of people and ability to work in a trauma-informed manner. Understanding of NHS hospital discharge procedures. Understanding and commitment to safeguarding and promoting the welfare of vulnerable adults and their carers. Understand of and commitment to equity, diversity, inclusion and dignity Desirable Knowledge and understanding of NHS England legislation regarding Avoiding Unplanned Admission Care Plans. Knowledge of project financial budgeting Knowledge of CQC fundamental standards Understanding of impact on the Mental Capacity Act 2005 & Liberty Protection Safeguards 2020 within the hospital setting Skills/Attributes Essential Excellent interpersonal skills. Excellent verbal and written communication skills. . click apply for full job details