ACTION CANCER GROUP MANUAL
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Action Cancer - Group Manual
ACTION CANCER GROUP MANUAL
1 Version - October 2019
Action Cancer - Group Manual
Index
Part Subject Page
Number
1 Introduction 3
2 History of Action Cancer 5
3 Corporate Information and Who’s Who. 8
Incorporation and Charitable Status
Charitable Objects
Governance and Management
Membership
The Group Forum and its Aims
Who’s Who? Council of Management & Management Team
4 Strategic Plan 2016 - 2019 “Looking to the Future”” 16
Strategic Plan 2016 - 2019
Our Mission, Vision and Values
Our Strategic Aims
5 Income 20
6 Current Services and Key Statistics 21
Screening and Support Services
Health Checks, Promotion and Awareness
Key Statistics
7 Service Users Stories and Testimonials 25
8 Key to Group Success 31
The Key to Success
Membership of Action Cancer Groups
Attracting and Retaining Membership
9 Fundraising and Publicity - It’s Fun! 38
Fundraising – Guidelines, Idea’s and Organisation of Events
Maximising Publicity
Promotional Material
10 Legal, Reporting and Accounting Requirements 50
Control of Groups
Accounting Records and Requirements
Equal Opportunities
Appendix 1 - Contact Details 56
Appendix 2 - A 2 Z of Fundraising
Appendix 3 – Year end Accounting Requirements (Forms)
Appendix 4 – Group Risk Assessment Form
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Part 1: Introduction
From the Chief Executive
Dear Groups,
Thank you for your dedication and commitment to Action Cancer. Without you we could not achieve or
deliver on our Mission of “Saving Lives and Supporting People in Northern Ireland affected by cancer.”
No matter how small a part you may think you play your contribution is invaluable to the 30,000
women, men, young people and children who use and avail of our services or receive information and
advice annually.
Your Group is critical to Action Cancer. You are the source of our membership, you nominate members
to sit on the Council of Management, you approve or reject recommendations made at the AGM and
Group Forum and, you contribute annually the considerable sum of circa £200,000 towards the running
of the charity. On behalf of everyone connected with our charity but particularly our service users, can I
thank you for all that you do and to urge you to keep up the great work of supporting your local
community.
This manual is intended as a reference guide to Action Cancer. In it you will find some advice on Group
operating requirements and procedures, some ideas and suggestions around fundraising and
membership recruitment, information on the history of Action Cancer and on how we are run, a “Who’s
Who” and the services that we currently provide. We have also included some testimonials from our
service users; I hope you will find these particularly uplifting and encouraging.
The manual has been designed to be very flexible and to be easily up-dated on a regular basis. We would
very much appreciate hearing from you on any suggestions for additional material that could be
included or on anything that has worked particularly well for your Group that you feel should be shared
with others. If you have any queries or need help or assistance in any way please do not hesitate to
contact the staff at Action Cancer House (ACH), details are included in Appendix 1.
Once again many thanks for all that you do.
Gareth Kirk
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From the Community Group Support Team
The Community Group Support Team in Action Cancer house are available to provide practical and
motivational support whenever you need. We can provide fundraising materials when required such as
buckets, banners, balloons, tickets and posters for events. We would also be delighted to attend your
events or meetings when so required. We should be your first point of contact for all your fundraising
needs and general enquires. Our details and availability are below.
Mark Irwin-Watson - Community Group Executive
Mark is available Monday to Friday, from 9.00am— 4:30pm
Email: mirwin-watson@actioncancer.org Tel: 02890803379
Ciara McKillop – Public & Community Fundraising Co-ordinator
Ciara is available Monday to Friday, from 9.00am— 5:00pm
Email: cmckillop@actioncancer.org Tel: 02890803371
Leigh Osborne - Public & Community Fundraising Manager
Leigh is available Monday, Tuesday, Thursday and Friday, from 8.30am – 4.30pm
Email: loscorne@actioncancer.org Tel: 02890803347
Please don’t hesitate to get in touch with anything you require.
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Part 2: History of Action Cancer
Action Cancer was the brain child of Mrs Dorothy Magee, a housewife and musician from Bangor. Mrs
Magee had watched the suffering of her friend before she began treatment by Dr George Edelstyn, a
world leading and renowned Oncologist based at Belvoir Park Hospital. Dorothy decided to form a group
who called themselves “Friends of the Chemotherapy Unit, Belvoir Park Hospital” its aim which was to
collect money to help finance research into chemotherapy by Dr Edelstyn.
At the time Dr Edelstyn was totally dependent upon intermittent grants from the pharmaceutical
industry having been refused funding both by Government and the Ulster Cancer Foundation (UCF) a
charity which he was largely responsible for forming in 1971 and its first Secretary.
Founded in 1973 Action Cancer was formally recognised as a charity in 1974. Its initial aims were to fund
research into chemotherapy for the treatment of cancer and to support and sustain patients and their
families during the course of treatment.
In 1976, the present clinic and Head Office at Marlborough Park, Belfast, (Action Cancer House - ACH)
was purchased to provide waiting, rest and recovery facilities for chemotherapy patients receiving
treatment at the nearby Belvoir Park Hospital. A crèche, lunch bar and Counselling Services were also
provided. In the same year ACH also became the centre for the co-ordination of breast cancer research
in Northern Ireland.
By 1977, Action Cancer’s lobbying had resulted in the provision of outpatient facilities at Belvoir Park
Hospital and as a consequence spare capacity became available at ACH. With space available, the charity
considered another brain child of Dr Edelstyn’s, an “early warning” screening service for breast and
cervical cancer.
By early 1978 the first clinical appointments were made, initially at ACH and then subsequently from
September 1978 also on board a mobile unit (Bus) which toured throughout Northern Ireland. Replaced
in 1996 by a new bus this service continued until 2006 when after 28 years of service the vehicles had
travelled more than 200,000 miles.
Sadly Dr Edelstyn, passed away from cancer in May 1979 at the age of 48, but his pioneering legacy and
the great work of Action Cancer continued unabated throughout the worst of the troubles and the
vagaries of the Northern Ireland economy.
In February 1985 the charity was incorporated as a company limited by guarantee and registered with
the Inland Revenue (Registration No XN 48533)
In 2001, ACH was substantially extended and upgraded allowing the consolidation of services to be
offered on one single site and the expansion of service provision. The Action Cancer Support Centre
previously located on the Lisburn Road, offering counselling and complementary therapies, was
transferred to ACH whilst the Health Promotion team and the range of programmes it provided was
substantially expanded.
In September 2006 the “BIG BUS” was developed and became operational. The BIG BUS is a state of the
art Volvo cab and 14 metre unit with on board facilities for digital mammography, health clinics and
health promotion. At the same time Action Cancer was again at the forefront of change and innovation
when it led with the introduction of two new digital mammography (breast x-ray machines) the first in
Northern Ireland.
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In January 2012, the Big Bus visited its 1,000th location in Northern Ireland. To date nearly 40,000
people have availed of its breast screening services.
Since 2006 the range of services offered and a number of people availing of the charities services
continued to increase. Details of current services and key statistics are included in 2.3 below.
In August 2010, two new Siemens Inspirational Full Field Digital mammography machines were
purchased at a cost of nearly £250,000 to replace the digital machines acquired in 2006. These
machines, the first of their kind in Northern Ireland provided a much quicker, less stressful mammogram
experience whilst also providing much better, sharper and clearer images.
In March 2012, Action Cancer again led the way with the development and introduction of a Breast
Aware “App” for use with mobile phones / devices, the first cancer charity in Northern Ireland to avail of
such technology to spread the message on the importance for women to self-breast check.
In January 2013 a Counselling and Complementary Therapy provision in conjunction with local
community groups and the Derry based Pink Ladies breast cancer charity was established for the North
West. Between 2014/16, the regional expansion of Therapeutic Services continued with new provision
established in Portrush, Coleraine, Lurgan, Bangor, West Belfast and Portaferry.
Following substantial investment in a new Client Information and Management System an online
appointment system for breast screenings, therapeutic supports and health checks was introduced in
September 2013. In April 2014 the telephone appointment service was outsourced on a three year
contract to Forward Emphasis International (FEI) a Co. Donegal based Call Management Centre. Driven
largely by these changes and a significant increase in the use of Social Media the number of women
screened in 2014-15 increased by circa 25% from 8,000 to over 10,000.
In 2014 Acupuncture was introduced at ACH.
In 2015 Peer Mentoring developed and Counselling and Commentary Therapy for Children and Young
adults introduced.
In January 2016 the charity was registered with the Charities Commission of Northern Ireland
(Registration Number NIC104170)
In April 2018 Action Cancer House relocated Windsor Ave and officially opened the charity’s new
Screening and Therapeutic Centre. The move represented a 2.4-million-pound investment by the charity
to meet the needs of current and future generations of local people affected by cancer.
The charity also introduced the UK’s first 3D digital breast cancer screening at the new Centre.
Compared to existing 2D technology, allowing Action Cancer to detect more cancers and reduce the
number of women being called for further investigation
The charity has a long history of achieving recognition for its excellence, some of the more recent
awards have included:
• 2013 Investors in People Gold Champion (one of only 6 organisations in N. Ireland
• 2015 Investors in People Health and Wellbeing accreditation
• 2011 & 2013 Northern Ireland - National Training Award – Listening Ear
• The 2015 Irish Institute of Training and Development Award for the Best Learning and Development
organisation in Ireland in the not for Profit Sector.
• Best Place to Work in the SME category of the in the 2015 Irish News Workplace Excellence Awards.
• 2012/2014/2015 Child Friendly Employer of the Year Award.
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• 2015 UTV Business Eye Awards of Employer of the Year
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Part 3: Corporate Information & “Who’s Who”
3.1 Incorporation and Charitable Status.
Action Cancer is a Company limited by Guarantee (i.e. without share capital) (Company No. NI 018091) is
recognized as a charity by the Charity Commissioners for Northern Ireland (Registration Number
NIC104170) and the Inland Revenue (Registration No XN 48533)
The governance of the organisation is therefore subject to the following:
1. The Action Cancer Articles of Association; (Revised October 2011)
2. The Consolidated Companies Order;
3. Charities Act (Northern Ireland) 2008 and subsequent Orders.
3.2 Charitable Objects / Purposes
The “Charitable Objects/Purposes” of the charity as stated in the Articles of Association are:
1. To protect health and wellbeing through the provision of services, equipment and facilities for the
treatment and screening against cancer and allied diseases particularly, but not exclusively in
Northern Ireland.
2. To provide help, support and assistance through the development and provision of counselling,
coaching, complementary therapies and similar interventions to people directly or indirectly affected
by cancer.
3. To develop an awareness of cancer, its allied diseases and related illnesses through the provision of
education, diagnostic services, equipment and facilities, the promotion and support of research and
the dissemination of information.
4. To effect positive change to the lives of the population of Northern Ireland through promoting,
campaigning, lobbying and the general influencing of opinion formers, stakeholders and the general
public on issues relating and pertaining to health and specifically cancer, its allied diseases and
related illnesses. For the purposes of the Objects people “directly or indirectly affected by cancer”
includes individuals who have a suspected or confirmed cancer diagnosis, their relatives, carers,
friends, work colleagues, and acquaintances.
3.3 Governance and Management
The Council of Management (Board) is responsible for the control and the strategic direction of Action
Cancer. One of their key tasks is to produce a Strategic Plan every three or five years which clearly sets
out the Vision, Mission, Aims and Objectives of the charity whilst also setting clear measurable targets
on what should be achieved. (See Part 4)
The Action Cancer Memorandum and Articles of Association allows for up to ten Directors to be
appointed to the Council of Management for a period not exceeding six years. Three of the Directors
must be nominated through the community Groups; three must have a clinical background and three
must have a professional or managerial background.
Directors are elected at the AGM on the basis of nominations from the Membership and through the
Council of Management.
The Directors operate in accordance with the rules set down in the Articles of Association and Standing
Orders.
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The Council of Management must meet at least four times per year, Audit, Professional Services and
Health and Safety issues are delegated to sub-committees, which operate under specific Terms of
Reference.
3.4 Membership
All Directors of Action Cancer are Members of the charity. In addition all members of community
Groups who have been approved by and are under the control and management of the Council of
Management are also Members of the charity. Each Group has voting rights and the powers to
undertake local fundraising and other support activities. Each Group is required to nominate three
authorised Group Representatives to vote on its behalf at General and Group Forum meetings. Each
Group present through one or more of its nominated representatives at a General Meeting has three
votes on each issue. Each community Group present at a Group Forum through one or more of its
nominated representatives has one vote on each issue.
3.5 The Group Forum
A Forum, comprising of the authorised Groups, must be held at least annually. This is normally done
during the second or third week of March and held in the Greater Belfast area. A second meeting of the
Group Forum is often held in a more rural location of Northern Ireland.
All Groups approved by the Council of Management are eligible to attend and vote on any issues
raised.
The forum is to be used to discuss issues of policy or deal with any other issue.
The Council of Management is responsible for annually appointing and, removing a Chair of the
Group Forum from amongst one of the three members of the Council of Management nominated by
the Group Forum.
The Group Forum is required to nominate three individuals to be elected to the Council of
Management for a period not exceeding six years.
The Chairman, Chief Executive and Head of Fundraising and Communications are ex-officio members
of the Group Forum.
Every Group has one vote on each issue except in the case of an equality of votes when the Chairman
of the meeting shall be entitled to a casting vote in addition to any other vote he or she may have.
Every issue is determined by a simple majority of the votes cast at a meeting.
Every Group member is entitled to attend and speak, however unless they are the Authorised Group
Representative they cannot vote.
The Secretary of the Forum is required to keep proper records of all proceedings of the Forum which
shall be available to the AGM of the Charity.
3.5.1. Aims of the Group Forum
To encourage Groups in their fund raising and support activities.
To share good examples of fundraising projects and best practice and ideas.
To encourage the formation of new Groups.
To ensure best practice and policy in relation to the structure of groups, financial management and
fundraising procedures.
To promote the activities and interests of the charity at local and regional level.
To actively participate in the campaigns and projects promoted regionally by the charity.
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3.6 Who’s Who? - Council of Management
Mr Norman Carson - Chairman (Business Category Member)
Appointed AGM 2011
Membership Category: - Business
Norman was originally appointed to Council in June 2009 but stood down in January 2010 to temporarily
take up the position of the charity’s Chief Operating Officer, a position from which he retired in April
2011. Appointed at the AGM 2011 as Chairman, Norman has wealth of business and professional
experience gained whilst working for many years in a range of finance positions within the Northern
Ireland Health Service. In 2018, Norman won the prestigious Co3 “Trustee of the Year” award for his
work with Action Cancer.
Lawrence Fisher - Group Member
Appointed AGM 2015. Appointed Chair of the Group forum Jan 2016
Membership Category: - Community Group
Lawrence has been a member of the Whiteabbey Group for the past 10 years becoming involved
through his wife Marion, he is currently Group Chairman. Lawrence has worked in the Department of
Finance working in the Valuation Office and in the private sector working for Auctioneers in Dublin. He is
currently working for the NI Housing Executive within the Private Sector Improvement division dealing
with policy and procedures in connection with Private Sector Grants and Houses in Multiple Occupation.
Valerie Heron – Group Member
Appointed AGM 2017
Membership Category: - Community Group
Valerie a long with her husband Dee are longstanding active members of the Moneyreagh & District
Action Cancer Community Group. Valerie’s mother Elsie was one of the founding members of the group.
Valerie and Dee run a farm in Raffrey and Valerie is also treasurer for the Ladies Irish Football
Association.
Ella Tomlinson – Group Member
Appointed AGM 2017
Membership Category:– Community Group
Ella is a longstanding active member of the Antrim Action Cancer Community Group. She has been
actively involved with the group for over 20 years contributing to the group raising tens of thousands of
pounds in the process.
Siobhan Barronwell - (Business Category Member) Chair of the Audit Committee
Appointed AGM 2010
Membership Category: - Business
Siobhan was a Senior Financial Manager in Health and Social Services for several years and is currently
Chair of the Board of Governors at St Therese of Lisieux. Siobhan enjoys travelling.
Geraldine Haire (Medical Professional Category Member) – Chair of the Professional Services
Committee
Appointed AGM 2010
Membership Category: - Medical/Caring
Geraldine qualified as an Occupational Therapist in 1976 as one of the first group of therapists locally
trained in Northern Ireland. Started professional working life in Purdysburn Hospital, and spent over 20
years working in mental health, becoming Head Occupational Therapist for mental health services in
both hospital and community in South and East Belfast. 12 years further experience was obtained as a
Head Occupational Therapist managing community occupational therapy services for children and adults
with a wide range of illness and disabilities, including cancer.
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Mr Eddie Currie
Appointed AGM 2013. Appointed Treasurer in January 2015
Membership Category: - Business
Eddie has over 30 years professional experience in corporate services, including transport and estate
management, catering, domestic services, IT and Risk Management. After a long career in local health
and social services, Eddie continues to keep extremely busy through his voluntary activities with a
Newtownards based charity for people with addictions and a local Food bank charity. He also enjoys
being a hands-on grandfather!
Mrs Jane Adrain
Appointed AGM 2014
Membership Category: - Business
Jane spent the first 16 years of her career in the marketing departments of blue-chip corporates
(Nationwide Building Society, Merck & Co, Northern Bank) in the UK where her special interest was in
marketing planning. More recently she has worked with various SMEs and start-up businesses helping
them to identify their business needs and formulate business /marketing plans to take advantage of
opportunities available to them. She has also been an Agri-Business Mentor with the Countryside Rural
Partnership since 2012. In 2012 Jane was appointed as a tutor for The Marketer’s Forum, delivering 3
modules of the CIM Professional Diploma - Marketing Planning Process (MPP), Managing Marketing
(MM) and Project Management in Marketing (PMiM).
Jane has a particular interest in the charity sector and has worked with a number of charities, both as a
mentor and as a trustee. Jane lives in Saintfield with her husband Mark and their 4 children who range
in ages from 7 to 20. She is actively involved in her local church where she is a member of the Church
Committee and a Trustee. Her hobby is keeping goats.
Miss Ann Bowen
Appointed AGM 2014. Appointed Secretary in January 2015
Membership Category: - Medical/Caring
Ann studied pharmacy at QUB and undertook her pre-registration year in Chester, returning to Northern
Ireland to work in Altnagelvin hospital and Muckamore Abbey hospital as a pharmacist. She then
became pharmacy services manager at Purdysburn and ADowne hospitals. Following the formation of
Trusts she became the chief pharmacist for South and East Belfast Trust, the community side of North
and West Belfast Trust.
She has also sat on the Eastern Board Drugs and Therapeutics committee, as a member, vice-chairman
and as chairman and the Pharmaceutical Society of Northern Ireland (PSNI) including three years as vice-
president and two years as president. During her time with the Council, she was also a member of the
Pharmacy Practices Committee and the National Appeals Panel, responsible for awarding community
pharmacy contracts.
Gwyneth Hinds – Group Medical/Caring
Appointed AGM 2015
Membership Category: - Medical/Caring
Gwyneth recently retired as Associate Specialist in the Breast Unit at Belfast City Hospital. She has a
special interest in hereditary breast cancer and in the support of women who carry BRCA mutations.
Gwyneth has a keen interest in the Practices and Principles of Cancer Prevention and is keen to promote
lifestyle change as a means of reducing the risk of cancer. She volunteers as a yoga instructor to people
affected by cancer in Action Cancer.
3.7 Management Team
Gareth Kirk - Chief Executive
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Appointed March 2011
Gareth, reporting to the Council of Management is responsible for the operational management of the
charity. A Chartered Accountant by profession, prior to his appointed to Action Cancer his career has
spanned over 30 years in the Public and Private Sectors.
Dougie King - Head of Fundraising and Communications
Appointed June 2005
Dougie, having spent nearly 30 years working in the voluntary sector is one of the most respected and
experienced fundraisers and marketers in the sector. Responsible for communications, marketing and
fundraising, retail (shops) activities and relationships with Groups. Overall he is tasked with generating
approximately £3.5m per annum, originating and delivering a wide range of marketing and lobbying
campaigns and ensuring that the Action Cancer “voice” is heard and articulated.
Geraldine Kerr - Head of Professional Services
Appointed June 2005
Geraldine has spent nearly 30 years in the caring and supporting professions. A qualified Social Worker,
Geraldine has responsibility for developing, implementing and managing our whole suite of professional
services and interventions, ensuring that they are delivered efficiently, effectively and to the highest of
professional standards.
Arlene McGeown- Head of Finance and Administration
Appointed October 2008
Arlene is a qualified Accountant with over 15 years’ experience in the voluntary sector. Arlene is
responsible for ensuring not only the integrity and safe guarding of our finances but also for ensuring
that the Corporate Governance controls put in place by the Council of Management are being effectively
operated. She is also responsible for all corporate administration, I.T. and HR issues.
Other Members
Other members of the Management team include:
Joanna Currie (Consultant Radiographer)
Ruth Fleming (Professional Services Development Manager)
Michele Warke (Services Administration Manager)
Caroline Hughes (Health Improvement and Evaluation Manager)
Peter Lynch (Retail Manager)
Katherine Ward (Human Resources Manager)
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P a r t 4 : Strategic Plan 2013 - 2016 “For Now and the Future”
4.1 Strategic Plan 2016 – 2019
Employees and Volunteers of Action Cancer must support its Mission, Values and Behaviours:
Values and Behaviours:
Our strengths are that we are a Values driven charity with people being at the very centre of everything we
do. Our services are proven to make a difference, we are a Northern Ireland charity run and controlled by
local people, raising money, spending money, and supporting people only here in Northern Ireland.
We have three stated Values which are supported by seven expected behaviours.
Value 1: Putting People First - People are at the centre of everything we do.
Value 2: Making a Difference - Having a positive impact on everything we do.
Value 3: Being Accountable – With integrity being clear, open and honest about everything we do.
Our Values are supported by seven Behaviours. We Will…
1. Treat everyone with respect, care, dignity and consideration.
2. Listen, hear and respond positively to what people say.
3. Work together supporting, adding value, learning from and sharing with others.
4. Embrace and develop new ideas, and ways of working.
5. Nurture, support, develop, and equip our people to reach their full potential.
6. learn from the past, build upon and celebrate our success.
7. Welcome scrutiny and examination, taking ownership and responsibility for our actions.
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The Council of Management has a responsibility to ensure that the charity’s Vision, Mission, Principles,
Values, Long-term Aims and Priorities are regularly reviewed and to take account of the expectations of
the charity’s stakeholders.
The Council of Management are required to determine how such strategic reviews should take place
and ensure that they are carried out, not less than every five years. This obligation was fulfilled during
2015 when a new three year Strategic Plan for 2016-2019 “Looking to the Future” was researched,
developed and approved by the Council in January 2016.
Developed around a corporate Vision and Mission, the plan identifies three main priorities and Key
Goals supported by twelve Key Actions all to be delivered through people working together with shared
Values and Behaviours.
Key Priorities
Saving and Supporting: - Saving, Changing and impacting more Lives. .
People and Partnership - Increased Delivery through Working Together
Resources and Reputation – Making a Greater Difference through Excellence.
Key Goals:
• To deliver proven services and activities that reduce risk, raise awareness, save lives and provide
support to people affected by cancer.
• To have highly valued, trained, enthusiastic, focused and committed people who work together
and engage with others to make a positive impact on our community.
• To effectively manage all of our resources and be fully accountable, financially strong, robust in
governance, processes and procedures and, recognised for our excellence.
Key Actions:
Saving and Supporting
1. Continue to deliver, assess and revise our current programs and services and where appropriate
increase their availability.
2. Assess the latest technologies available for delivering efficient and effective services and if considered
fit for purpose, we will develop actions for implementation.
3. Research, develop and introduced new evidence based services and programs, where possible,
increasing support and service provision for hard to reach and high risk groups and people affected by
specific cancers.
4. Continue to raise awareness of cancer and contributory factors through research, education and
campaigning, lobbying and direct engagement with key stakeholders.
People and Partnership
1. Continually seek to support and develop all our people through personal development, job
enhancement and the provision of appropriate reward and recognition.
2. Through our Corporate Social Responsibility (CSR) obligations and in partnership with others, we will
make a positive impact on our People and Community, developing and expanding volunteering
opportunities and by providing quality training, support and recognition.
3. Engage more effectively with each other and externally with our partners through enhanced
communication, improved forward planning and increased use of team working.
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4. Actively seek to work and partner with others in the development of our regional services, in the
delivery of new programs, in fundraising and in retail activities.
Resources and Reputation
1. Assess options for the increased use of technology, the replacement of current capital assets and the
acquisition of premises, including mobile units, appropriate for the growth of services and the long-term
sustainability of the charity.
2. Seek each year to raise sufficient income to cover costs and to maintain a mixed and diverse income
portfolio, retaining reserves commensurate with the needs of the charity.
3. Grow the awareness of all our services, fundraising activities and retail through a strong media
presence, enhanced PR activities, and growth in social media activity and the direct engagement with
stakeholders and relevant third parties.
4. Be open and transparent, setting challenging targets, benchmarking, measuring and evaluating our
costs, activities and impacts, welcoming examination and submitting areas of excellence for third party
verification and recognition.
In support of the Key Actions detailed actions, with targets, measurements and indicators have been
developed as part of a 2016-19 3 year rolling Operating Plan.
• The actions to be achieved through partnership and collaborative working with others including
government agencies, other charities and by our own staff and volunteers.
• It is intended that our charitable activities will be delivered through funding of circa £4.0m per
annum raised through our Groups, our retail shops, corporate sponsors, trusts and legacies and
the general public of Northern Ireland.
Operational Planning
Linking into the Strategic Plan annual Operational Plans are developed by the Executive Management to
provide a clear picture of how progress will be made towards achieving the charity’s goals and priorities.
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Part 5: Income
Action Cancer is required to raise approximately £4m (2016/17) per year.
This is both a huge ask and task, especially since we receive NO core funding for our services from
government.
The excellent news is that for every pound we received plus the contribution made by our shops, nearly
80p (80%) is spent on delivering our charitable objectives. This is an excellent return and stands
comparison to virtually any other charity.
The challenge constantly facing us is how can such a huge sum of £4m be raised particularly in the very
hard financial and economic times that we are all currently experiencing and are likely to continue to
face for quite some time yet?
Action Cancer has always successfully managed to generate sufficient income to ensure that it continues
to deliver its core lifesaving and supportive services unaffected. This has been achieved through a
number of ways but particularly by being innovative in how funds are raised, by establishing and
developing relationships and by ensuring that expenditure is incurred only when it is wholly necessary
and effective, but above all by ensuring that the charity consistently provides a quality and professional
service to its clients.
We receive funds from many sources generated by a broad range of activities. The part played and the
contribution made by our Groups is immense. You provide circa 5% of total income, equivalent to circa
7% of net funds, our retail shops provide a further 12% of net income, donations directly from clients,
end users of our services and government contracts amount to approximately 15% of net funds whilst
the remainder of circa 65%, comes from different sources including;
Individual donations and gifts,
Legacies and D.I.L.F,
Corporate relationships including Super Valu, Centra, Gordon’s Chemists, Menary’s, and Chain
Reaction Cycles,
Events and activities (Local and Overseas)
Trusts and charitable benefactors and Bank and Investment income.
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Part 6: Current Services and Key Statistics
6.0. Introduction
The current services provided by Action Cancer include digital breast screening, MOT Health Checks,
Counselling, Complementary Therapy, Listening Ear (L.E.S.) Positive Living and Healthy Living and
Awareness programmes targeted primarily at children and young people. In addition the charity is also
heavily involved in providing cancer and health related information, advice, lobbying and campaigning
for the introduction or change in legislation (e.g. No Smoking in Cars)
6.1 Screening and Support Services
Breast Screening Services: Our early detection screening service for breast cancer started in 1978. In
the intervening years to March 2013, circa 148,000 women have used the services either at ACH or
onboard the “BIG BUS” which visits circa 200+ communities and workplaces throughout Northern
Ireland each year. Action Cancer is the only charity in Northern Ireland that offers breast screening
services to women outside the Health Service screening age of 40 to 49 and 70+. On average, we detect
approximately 6 to 7 cancers for every 1,000 women screened.
We also offer tailored clinics towards groups of women who whilst within the National Breast screening
age range may have difficulty in accessing screening services. These include women with disabilities and
from ethnic minorities.
Therapeutic Support Services: We offer a range of free quality support services from ACH and various
community settings in the North West for any individual who has received a cancer diagnosis, or their
close family members or friends.
Complementary Services: Help to improve quality of life and is used alongside traditional medicine.
Services offered include reflexology, massage, aromatherapy, touch therapy and Bach Flower Remedies.
The service is available at ACH, at the Royal Belfast Hospital for Sick Children. (RBHSC) and at various
community settings in the North West
Counselling: A confidential counselling service for children, young people and adults either at ACH or by
arrangement at the home of the client. Our counselling service provides the individual with a safe place
to explore their feelings and talk about their thoughts with highly trained and qualified Counsellors in
the field of cancer.
Peer Mentoring:
Our Peer Mentoring service is available to cancer patients and also those affected by hereditary cancer
at any stage of their journey. All our mentors are volunteers who have had a cancer diagnosis
themselves and so are in the unique position to support patients by sharing their own experience and
guiding along their journey. They do not offer advice or counselling, their role is to help reduce fears,
anxieties and the isolation a diagnosis can often bring by allowing patients to be honest and open with
their emotions and worries and being able to answer questions in a very real, but helpful way.
Our mentors receive six weeks training to support them in the delivery of their service and this is
accredited at level 2 by the Open College Network. The aim of the training is to create self awareness of
what their own experiences have taught them so they can pass on effective coping strategies and coping
mechanisms. The training also allows mentors to be aware of potentially challenging situations and
emotional triggers so that we can ensure appropriate support is provided. We currently have 27
mentors trained and available to support patients. Tumour groups include breast, bowel, prostate,
gynae, brain and head and neck cancers. 5 of this group have also been affected by the BRCA gene and
so can support others faced with the decisions this diagnosis brings.
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The service can be delivered in a way that suits both the client and the mentor, therefore it can be
meeting for a chat over coffee, going for a walk together, weekly phone calls/texts or maybe even going
along to appointments. To access the service, people can contact the Services Support Officer directly or
complete an online expression of interest form. An initial assessment will be carried out to determine
the expectations of the client and to help with a suitable pairing to a mentor. The service can be offered
for up to 12 months, or can be one off, it will depend on the needs of the client.
Positive Living Programme: First introduced in early 2012 this is a two day weekend programme using
life coaching tools and techniques to support people affected by a cancer diagnosis, helping them to
focus on rebuilding their lives, on personal needs, goals and achievements. Issues covered include
relationships, family, change, taking care of yourself, confidence, self esteem, life coaching as an
empowerment tool, counselling and therapeutic support.
Scar Therapy: Scar therapy involves gentle massage of the skin and superficial layers of tissue around
the area of a post-surgical scar. Scar therapy aims to reduce pain around the scar site, improve feeling
and functionality and relieve restrictions in the surrounding tissue. If clients are receiving chemotherapy
or radiotherapy they will need to have completed these prior to commencing scar therapy.
6.2 Health Checks, Promotion and Awareness
Our two key health promotion messages are prevention and early detection. We deliver these
messages through a range of health promotion programmes and in a variety of settings including
schools, youth clubs, workplaces and Community Groups.
Cancer Awareness Sessions: These are designed to raise awareness of male and female specific cancers
and the relevant symptoms for each.
Health Checks : A range of health checks carried out across the province using “the Big Bus”, at work
places , “Pop up Clinics” in Community Centres and since 2013 Health Check Clinics at Action Cancer
House. In total circa 5,000 are carried out per annum. Checks include tests and advice relating to blood
pressure, weight, BMI, cholesterol, lung capacity and skin condition.
Healthy Living Programme: This initiative allows groups of men and women to address their health
behaviours in relation to body awareness, smoking diet, exercise and stress.
The Health Action Programme: Supported by Centra, these programmes are designed to improve
knowledge of health and encourage pupils to take ownership of their lifestyle choices.
Health Promotion and Campaigning: The delivery of important messages and lobby around cancer and
healthcare issues.
6.3 Key Statistics – Appointments / Clients
31st March 2019
Key Targets Actual March
(For the Key Action) 2019
Total number of service users 26,907
Number of women screened 8,453
No school pupils engaged with H.P 12,877
No adults engaged with HP Ex HC 792
No of health checks performed 3,558
No of people using Therapeutic Ser 1,227
No Ther Ser sessions booked 6,555
No Ther Ser sessions attended 4747
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No of Peer Mentors Trained 21
No of People using Peer Mentoring 31
% utilisation of Peer Mentors 81%
No HP sessions delivered. 526
No of Health Check Clinics 374
No of schools using HP services 125
No of Big Bus Operational Days 198
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Part 7: Service User Testimonials
Ashley Hurst (43) lives in Ballyclare with her two daughters Keely and Tegan. Her breast cancer was
detected at Action Cancer House on 31st October 2016. Ashley works as a Management Consultant and
is a busy mum to her two daughters. When she was 41 she noticed an Action Cancer billboard in Belfast
encouraging women in their 40s and over the age of 70 to book a free breast screening.
“I went straight home and booked the appointment online just for peace of mind. I never thought there
would be anything wrong as I was healthy, had no symptoms or any family history. My appointment was
over in 20 minutes and off I went on a trip to Liverpool to visit family I didn’t give it a second thought.
I received a letter from Action Cancer on 7th November saying I had been referred for further
examination. I was shocked, I’m a panicker and I phoned Action Cancer immediately. They told me the
referral appointment would take about 2 weeks but I couldn’t wait that long so I made a private
appointment. I had another mammogram and was referred on to the City Hospital for a core biopsy. I was
diagnosed with breast cancer on 23rd November 2017. I bought my friend along instead of anyone in my
family, she is a solicitor and very sensible, I wanted her to write everything down but she got very upset
and started to cry. I felt the blood drain from me and I felt numb, I just thought this can't be happening
to me. The doctor told me that the cancer was a line of cells and would require me to have a mastectomy
and chemotherapy.
My next big dilemma was how to tell my girls, I hadn't told them anything up to this point they were only
15 and 13 at the time and Keely was doing her GCSE’s. I looked up advice online which said it was best to
tell the truth and not to sugarcoat. I took them shopping and had a nice day out together and then sat
them down, they thought they were in trouble! They both got very upset, the eldest went quiet and the
youngest had lots of questions. One thing they didn't ask me, but I could tell they were thinking about
was are you going to be alright are you going to die.
I had Surgery on 2nd December which as quite daunting as I had never had surgery before and had never
even been in hospital other than having children, I was terrified. When I woke up, I was so happy to be
alive. I wasn’t sore and the pain management was excellent so I didn’t suffer from any pain at all. I tried
to make Christmas as good and normal as possible before starting chemo on 6th January 2017. I had 6
sessions every 3 weeks until 20th April. For the first few days of each cycle I was very tired and weak, i
would just be starting to feel better and it would be time to start the next cycle. My mum came stayed
with me for a few days and helped with the girls. I tried to put on a brave face for them, looking back
maybe I should have been more honest but I didn't want them to become my carers. I wanted their life
to go on completely as normal and it did, that was important to me.
The worst bit of chemo was losing my hair. I had it cut short first and then when it started to fall out, I got
it shaved. I had my wig ready from before Christmas, the girls had helped me pick it out, I wanted to be
ready as soon as my hair started to fall out. The wig was like a better version of my own hair, people would
compliment me on it without realising it was a wig. Losing your hair is the only visible sign to other people
that you have cancer I only wanted close family and friends to know. it seems silly this being the worst
part when there are other side effects.
After chemo I had herceptin injections every three weeks for a year and I also take beta blockers as I
suffered from decreased heart function as a result from the chemo.
I’m delighted to say that I am now cancer free. The Action Cancer Screening service detected my breast
cancer and saved my life. If you are a woman aged 40 - 49 or 70+ please make an appointment with Action
Cancer today, it could save your life just like it did mine.
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Quote from anonymous client who received complementary therapy July 2019
“Having been mum to a child diagnosed with cancer in 2017 I feel adrenaline has been fuelling me
through the last year and then, when maintenance treatment started for my son and a little normality
came back, I felt that I was falling apart. This counselling came at exactly the right time. The counsellor
gave me excellent techniques to help avoid anxiety attacks, help build my confidence again and help me
to think positively. It has been an invaluable time, so good to speak with someone who understands
exactly and has the experience to move you forward in your thinking and your cancer journey. Thank
you so much.”
“The complementary therapies have been brilliant. Very relaxing, calming and extremely beneficial.
They have given me the tools and ideas to help myself. To have Action Cancer to come to for
counselling and therapies for me has been a lifeline. I feel very lucky to have been able to avail of these
over the past months. Coming here has helped me through a difficult and emotional time in my life.”
Aidan Early, took part in out Positive living Programme in 20 November 2014
“I was diagnosed with cancer of the bone when I was 43, although the cancer was removed successfully,
I found it difficult to cope with the aftermath. I had been through so much but didn’t want to burden my
family so I didn’t talk about my feelings, I just pretended I was fine. I then heard that an Action Cancer
two day counselling and life coaching programme was coming to Portadown and I decided to sign up,
here I would be able to talk to a stranger about my feelings. The programme allowed me to explore the
emotional impact that the cancer had on my life but then something hit me; I needed to talk to my wife
and kids about their emotions and feelings as well as my own. Following the programme I had those
conversations with my family and it felt good to get everything out in the open. I had been through a lot
but they had too at the thought of losing me. I would like to encourage anyone affected by cancer to
look after your mental health, talk about your emotions and seek help from Action Cancer; it will make
all the difference.”
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Part 8: Gr o u p S u c c e s s
8.1 The Key to Group Success
Our 20 + Groups are the strength and also the source of our success. When community Groups are
successful so is Action Cancer.
Some of our Groups are more active, larger and energetic than others. Some have many members,
others few, some meet regularly, others less so, some have been long established, others only relatively
recently, some have a good spread of women and men, young and more mature, others not so, but all
are united in their commitment to raising funds and supporting Action Cancer and all are equally valued
for the contribution they make to the continued development of our charity.
It is important that our Groups continue to flourish and grow; this is a major challenge for each Group,
the Council of Management and the staff of Action Cancer.
A successful Group is one where:
Members have a vision and a passion for helping others through supporting Action Cancer. Not
only through fundraising but also by raising awareness of the charity, or personally by offering
emotional and practical support to each other and those touched by cancer,
Is run in a “business like” manner, with proper structures and controls,
Is keen to develop, grow and expand by getting and involving new members,
Is “fun” and “enjoyable” to be at and is always looking to do new and exciting fundraising
challenges,
Has a wide range of diverse people from all walks of life who develop lasting friendships and use or
learn new skills together.
8.2 Vision and Passion
Believe in your cause
Share your Vision and Passion with others, your enthusiasm will be contagious.
Believe in the Action Cancer Vision of:
“A future where cancer is risk is reduced, cancers are detected early, successfully treated and the people
impacted are supported and empowered”
8.3 Run the Group in a “business like” manner
All Groups are legally part of Action Cancer and are subject to controls and legislation.
(See Part 9 – Controls and Accounting Requirements) Groups are required to be run in a “business like
manner”. Each group is required as a minimum to:
1. Appoint Office Bearer’s
2. Record Minutes of all meetings and decisions reached,
3. Maintain a record of all Group members,
4. Maintain financial records in accordance with the instructions and guidelines issued by ACH.
8.3.1 Appoint Office Bearers
Each group should formally appoint officers bearers at the Group AGM. These should include a Chair,
Treasurer and Secretary, each being elected by the other members of the Group for a fixed term of one
year.
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Chairman: The Chairman is responsible for ensuring that the activities and direction of the Group is in
line with the Objects and Powers of Action Cancer. Diplomacy, people skills, vision, commitment and
enthusiasm are key to the success of this position.
Treasurer: This person should feel comfortable with money, as they will control all the income and
outgoings. They will need to keep detailed and accurate records of all transactions and prepare basic
accounts. Formal bookkeeping and IT skills would be useful.
Secretary: The secretary co-ordinates all meetings, agendas and minutes and keeps records of
members, helpers and donors; Secretarial and I.T. skills would be useful.
8.3.2 Managing a Group
Office bearers, particularly the Chairperson, are deemed to have authority at Group meetings. Using a
friendly manner, they may call an end to discussions they feel are going on too long; draw attention to
particular issues, and ensure that the mood for all Group members attending meetings is an enjoyable
one. At all points, it should be remembered that Group members are volunteers giving up their free
time. They should therefore be treated with care, dignity and respect. This extends to ensuring that all
information provided by Group members will be held in confidence and kept in accordance with Action
Cancer’s data protection policy. This policy is available from Action Cancer House.
For clarification on how to address any issues which may arise within the Group, eg a falling out of two
members, not knowing how to approach a new event, the Secretary should contact the Community
Groups Support Team at Action Cancer House.
Contact numbers for every department can be found later in the Manual.
8.3.3 Rewards
Each year the Community Groups Support Team host a Group Forum- This is an opportunity to share
learning with all the groups around Northern Ireland and to celebrate a great year of community
fundraising. Bi-Annually Action Cancer organises a Volunteer Recognition Event, paying homage to the
hard work and dedication to our volunteers through-out the charity. Every group hosts an AGM at the
end of each financial year. This is an opportunity to reflect and give thanks to the group on their
achievements.
On our social media platforms, we continue to thank all our volunteers, which includes a bi-weekly
Thank You to all the groups and their supporters in their areas.
8.3.4 Training
Training is offered to all members of the groups. This includes Social Media, Health and Safety, Data
Protection and Risk Assessment Training. We are also open to hearing from groups on any training
based on the group’s needs.
8.4 New Members
The ongoing success of the Group is totally dependent on being able to recruit new members and having
recruited them retaining them. An extra pair of hands or two can make all the difference to a Group not
only in helping to sustained but also to invigorate it.
8.4.1 Attracting New Members
You may find the following suggestions useful:
Be committed to recruitment, set targets and develop a plan for new members.
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Personal invitation to acquaintances, friends and family will always be the best source of new
members, perhaps someone you know is just waiting to be asked?
Publicise the work of the Group at every opportunity in the local press, emphasising the need for
new members, stating the frequency and location of meetings.
Hold each year “a come and see” evening, invite friends along to learn about what the Group
and Action Cancer do.
Circulate posters & flyers or organise a display in your local library.
Capture the names and addresses of people who attend any of your fundraising events. (If they
cannot commit the time to be a Group member, they may be willing to help out on flag days or
support future events by attending and selling tickets or providing raffle prizes)
8.4.2 Retaining New Members
Having worked very hard in getting new members, make sure they stay!
Make them feel very welcome from the start.
Involve from their first meeting; even create an activity for them to do!
Encourage them to take on a specific role or responsibility.
Inform Group members that they have the right to refuse anything they feel is an unrealistic
demand or contravenes their beliefs.
Please remember that the Group support team at ACH, will only be too willing to help you devise a
membership recruitment plan and help with its implementation, just ask!
8.4.3 In the event of a Member leaving
Group secretaries should endeavour where possible to notify Action Cancer House when a Group
Member is leaving. We ask that members leaving a Group fill out a short optional questionnaire. This is
located in the appendices, and can be sent out via email or hard copy by the Community Groups Support
Team. If an office bearer is planning to leave, we ask them to give as much notice as possible to allow
time to plan on filling the role.
8.4.4 Reimbursement of Expenses
Volunteers may be eligible for reimbursement of reasonable expenses incurred while undertaking a
voluntary role for Action Cancer. Prior approval must be sought for any expenditure from the Events &
Community Group Support Officer, who will guide the volunteer through the claim process. Claims for
expenses must be submitted on the appropriate claim form, and receipts should be submitted as proof
of expenditure where necessary. The claim forms should be authorised by the Events & Community
Group Support Officer and submitted to the Finance Department.
8.4.5 Difficulties and Problems
The Values of Action Cancer state that as an organisation the “person” is at the very core of all that we
do. All people are to be treated with respect and dignity, with the services that we deliver being of
excellent quality and standard, available and accessible by all, shaped and influenced by our stakeholders.
Feedback is therefore to be welcomed and encouraged, it is a vital tool in assessing current performance
and invaluable research for shaping and improving future activities. Feedback received will be both
positive and negative.
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FEEDBACK POLICY:
POSITIVE FEEDBACK
Positive feedback is good and should be shared and acknowledged amongst the whole organisation, praise
and recognition should be given and success celebrated. Where written “praise/thank you” is received
this should in the first instance be passed onto the Head of Department and to the individual or team
concerned, a copy of the correspondence should be forwarded to the Chief Executive for recording and if
appropriate acknowledgement and dissemination.
NEGATIVE FEEDBACK
Negative feedback is good and should be welcomed equally as positive feedback. In many ways negative
feedback/complaints/criticism is much more valuable to the organisation as it provides information that
can be used to improve what we do and help in the pursuit of delivering excellence.
Whilst it is acknowledged that no one likes to receive negative comments, it is nevertheless essential that
these are made known and that the appropriate action is taken immediately to acknowledge and address
the issue(s).
Whilst we have policies, processes and procedures in place for the delivery of our services and activities,
that if followed should ameliorate the possibility of complaints, it is however acknowledged that there
will be occasions when users of our services, supporters of our charity, suppliers and stakeholders etc, will
be dissatisfied. The vast majority of people who “complain” are and will be very supportive of Action
Cancer and in complaining they are trying to help us by sharing an experience or issue that they have
deemed as being unsatisfactory. How the “complaint” is handled by us is critical to the outcome. Well
handled a positive outcome can be achieved for both ourselves and our client, badly handled and it will
result in a very poor and expensive experience, both in terms of finance and our reputation.
All feedback must be progressed in accordance with Action Cancer’s Feedback Policy. Please note, if you
are the person who has received the feedback you should:
Listen very carefully to the feedback, responding positively and with understanding. No
judgements should be made or views expressed as to the correctness or wrongness of the
situation.
Ascertain whether a complainant wishes a complaint to be treated as formal or informal. If formal,
advise the complainant that a formal feedback procedure exists, which requires the complaint to
be made in writing and sent directly to Action Cancer House for the attention of the Chief
Executive. If informal, advise the complainant that details of the complaint will be forwarded to
the Community Group Support Officer who will assume responsibility for the co-ordination of and
an investigation of the complaint.
Advise the complainant that someone will be in contact as soon as possible and no later than 7
working days hence.
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