Administrative Assistant

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. 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 including Health and Safety regulations, Equal Opportunities and Safeguarding. The above job description is not an exhaustive list of all duties required of the postholder. 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: S10, Sheffield,, GB

Posted Date: 9/13/2025