Bereavement Administration Manager
Bereavement Administration Manager
Rate of Pay: £15.63
Location: Cecil Ward Building
Hours: 37 hours per week
Duration: Temporary ongoing
JOB SUMMARY / MAIN PURPOSE:
To be responsible to the Business Coordinator (Finance/Systems) for managing the administrative and financial support services and ensuring the provision of a flexible, proficient and constructive clerical, administration and reception service to customers of the Bereavement Services Unit. To be responsible for the management and booking of funerals and cremations and all associated administration. To be responsible for ensuring that all cemeteries and crematorium administrative and clerical matters are handled efficiently and speedily. To be responsible for ensuring that all administrative support staff across Bereavement Services and at different locations are kept up to date with the latest administrative processes and to act as a point of reference for all administrative and financial matters within the service. To be responsible for the management and supervision of administrative staff within the Cemeteries/Crematorium Central Office, City Hall and site offices. To be responsible for the management, development and supervision of a genealogical information service and cemetery records system for the Bereavement Services Unit.
KEY DUTIES / RESPONSIBILITIES
- To be accountable to the Business Coordinator (Finance/Systems) for the development and management of the Bereavement Services administrative activities, the setting of internal standards and monitoring of performance.
- To assist the Business Coordinator (Finance/Systems) in managing appropriate budgets, monitoring income and expenditure to ensure financial targets are met and meet the requirements of the client's standing orders and financial regulations.
- To investigate and draft responses to the client's complaints, compliments and comments system in respect of the Cemeteries/Crematorium Administration Unit.
- To deal with and advise callers and visitors on routine matters, taking bookings for burials and cremations ensuring the appropriate timing of appointments.
- To manage the provision of a flexible and efficient clerical and administrative service within the unit.
- To manage the full range of clerical and administrative services that are required to meet the needs of the service.
- To develop, maintain and manage the manual and computerised systems of storing and utilising information for the service, in order that statistical data and reports can be compiled to meet the wide-ranging demands of the service.
- To maintain, review and revise systems and procedures relating to the activities of the service and its information base, ensuring that suitable methods are used, where possible, to include the development and utilisation of modern technology.
- To ensure that effective systems are in place to account for all cash transactions within the service, ensuring the safekeeping and banking of monies in line with client procedures.
- To liaise with all levels across the service and to attend such internal and external meetings as are appropriate to the duties of the post in order to represent the administrative function when required.
- To assist the Business Coordinator (Finance/Systems) to manage the budgets of the unit by ensuring that up to date and accurate monitoring of all commitments are maintained, checking financial information and producing statistical and factual reports as requested.
- To maintain staff information, sickness absence, timesheets and holiday records for the unit and to process in a timely manner, producing statistics as appropriate to management needs.
- To maintain plans and records for all burials and cremations which take place at the Belfast City, Dundonald and Roselawn Cemeteries and any new cemeteries coming under the control of the client and the City of Belfast Crematorium.
- To ensure compliance with all relevant sections of the Burial Grounds Regulations (Northern Ireland) 1992 and Section 26 of the Belfast Corporation (General Powers) Act (Northern Ireland) 1948, in respect of the service.
- To collate information and process, as appropriate, all genealogical requests received from internal and external sources and reply as defined within the service.
- To receive and manage requests for various forms of remembrance within the service.
- To keep informed of current legislation with regard to burial and cremation and provide relevant feedback to service sub-committee when required.
- To manage the development and supervision of a genealogical information service and Cemetery/Crematorium record system for the Bereavement Services Unit.
- To motivate and manage any staff, that may be assigned, to the post holder to ensure effective service delivery and to be responsible for reviewing and implementing a proper staff training and development programme.
- To participate in all induction and in-service training provided by the client and in the induction and support of all newly appointed staff and other human resource management policies and procedures, as appropriate, including, absence management, disciplinary and grievance procedure.
- To participate as directed in the client's recruitment and selection procedures
Applicants must have at least one year's relevant experience of working in a professional bereavement services environment in the following three areas:
- managing the provision of an efficient administration and clerical service, including the management of the records system, at senior or managerial level;
- working in a legislative-driven environment interpreting and applying statutory legislation and providing a high quality, sensitive and tactful service to members of the public and others in times of personal stress and grief;
- managing and supervising staff, that is, direct reports, including the monitoring and allocation of workload.
If you are interested and available for this position please upload your CV to the link or contact Robyn Barry. Robyn.Barry@staffline.co.uk
To be shortlisted for this role all applicants MUST meet the essential criteria. Please note that these roles may be filled quickly but your CV will be kept on file for future similar roles. As there are so many applications, unsuccessful candidates may not be contacted.
Successful candidates may need to apply for an Access NI Certificate with Staffline regardless if you already have a valid certificate. It will be a cost of between £18 - £33 depending on clearance level.