Hub Coordinators (Part time)

Rye, Winchelsea and District Memorial Hospital Ltd

Hub Coordinators (Part time)

Reporting to the Chief Operating Officer

 

Background

Rye, Winchelsea and District Memorial Hospital Limited is a charity based in Rye which provides a range of community health services including a community hospital, a doctors’ surgery and residential apartments for the over 60s. It is currently completing the building and commissioning of a Community Wellbeing Centre (The Hub on Rye Hill) and has leased another part of the estate for the development (by a third party) of a residential care home during 2020.

 

Purpose of Role

Reporting to the Chief Operating Officer, the Hub Coordinators will be responsible for a wide range of operational and administrative duties and activities to support the smooth running of the new Wellbeing Centre (The Hub on Rye Hill). There are three positions of which one will be Lead Coordinator (on enhanced pay). Key elements of the role include meeting and greeting visitors, working with clubs and societies to facilitate events, ensuring the Hub is a safe, secure, clean and well-maintained environment, managing bookings and promoting events, co-ordinating the volunteer support for the café, and working with the maintenance team to ensure the Hub is kept in the best possible condition.
The role will evolve over time as the Hub becomes established and its range of services and facilities become known to the community it serves.

 

Operational Arrangements

The Hub Opening Hours will be 9.00-17.00 hrs Monday to Friday

The Hub Coordinators will cover core operational hours of 8.45-17.15 hrs (to allow for unlocking, daily set up, evening checks and locking up)

Proposed Coordinator cover – Morning and afternoon shifts rotating between three co-ordinators

1. Morning Shift of 4.5 hours (8.45-13.15 hrs)
2. Afternoon Shift of 4.25 hours (13.00-17.15 hrs)
A total 10 shifts per week (43.75 hrs).
• The co-ordinators will work a rotating shift pattern over 3 weeks (4 shifts in rota week 1, then 3 shifts in rota weeks 2 and 3)
• Rota Hours week 1 – 17.5 hrs, week 2 – 13.25 hrs, week 3 – 13 hrs
• The shifts allow a fifteen-minute overlap for the co-ordinators to share information, plan and liaise.
• Occasional weekend or evening working maybe required to support significant events

More detailed responsibilities and duties are detailed below.

 

Security

• Daily lock and unlock
• Management of card access arrangements
• Management and monitoring of CCTV
• Management of Alarm system (daily setting and disabling)
• Control and management of Keys

 

Reception

• Greeting visitors
• Liaising with and welcoming lunch clubs and societies
• Liaising with and welcoming visiting health professionals (therapists, nurses etc)
• Maintaining visitor records
• Dealing with visitor/customer queries
• Managing digital signage (wall-mounted screen)
• Controlling Audio and TV systems

 

Health and Safety, First Aid

• To ensure all Health and Safety arrangements for the Hub are in place and observed (including Fire Safety).
• Reporting H&S issues to the Chief Operating Officer or the maintenance team as appropriate
• To provide first response First Aid to users of the Hub, as necessary (training will be provided)
• To maintain the First Aid box and any other related medical equipment
• To maintain the accident book

 

Cleaning and maintenance

• Liaising with cleaning contractor to ensure high standard of cleaning
• Carrying out periodic inspections
• Undertaking occasional janitorial duties when cleaning contractor is not present (litter, table wiping, toilet checks)
• Managing temporary signage as necessary
• Reporting building faults to the maintenance team promptly
• Ensuring that the Hub is in a presentable condition to receive visitors and support all planned operational activities

 

Catering

• Co-ordinating volunteer cover for the Café/Snack Bar
• Keeping cash float in security safe when the snack bar is closed
• Liaising with the kitchen staff at the hospital to support the Café, and maintain stock
• Liaising with the maintenance team to ensure faults in the catering areas are dealt with promptly
• Liaising with lunch clubs regarding usage of the kitchen
• Ensuring the kitchen is clean, safe and secure at close of business each day

Bookings, Events and promotional

• Managing the booking arrangements for the Hub including, the activity rooms, the therapy rooms, bookable office and meeting spaces, and the dining area. All in accordance with guidelines issued by the Board
• Supporting to the Senior Administrative officer in respect of raising invoices and collecting payment for bookings as necessary (in accordance with the written procedures)
• Working with clients and customers to arrange and co-ordinate events
• Supporting the Senior Administrative Officer to promote the Hub within the community

 

Administrative

• Carry out a range of administrative tasks to support the smooth running of the HUB
• Support the Chief Operating Officer and Senior Administrative Officer with other Administrative tasks to support the wider operations of the Charity

 

Personal competencies, skills and experience

• Good front of house customer services skills
• Experience in dealing with the general public and customers (including those with mobility, visual and hearing impairment)
• Excellent communication and co-ordination skills
• Good team working skills and experience
• Positive attitude to make the Hub a successful facility for the wider community
• Some experience of marketing, event coordination and management
• First Aid trained or willingness to undertake training
• General administrative skills to support event booking and associated paperwork/invoicing
• Experience or knowledge of building operations and housekeeping
• Good skills across the range of Microsoft Office products (Word, Excel, PowerPoint, Outlook, etc)