PA to Clinical Leads

Job Summary This is an administrative and secretarial post reporting directly to the Senior Executive Assistant. The post holder will provide a comprehensive personal assistant service to the Director of Care and Service Transformation and Medical Director; managing their diary and appointments and supporting them in their day to day roles as well as providing administrative support for an array of governance meetings. The role will include supporting other clinical leads (predominantly Lead Consultant, Matron for In-Patient Service and Head of Community Services) as and when required. The position requires the person to be able to act on their own initiative and with a high level of discretion. Excellent communication skills internally and externally are required for this post. In the absence of the Senior Executive Assistant, the postholder will also be responsible for providing administrative and secretarial support to the Chief Executive and other members of the Senior Leadership Team
(SLT). Key working relationships Internal: Director of Care Service and Service Transformation, Medical Director, Lead Consultant, Senior Executive Assistant, Chief Executive, Senior Leadership Team, Hospice Leadership Team, Clinical Leads. External: CEOs, Directors and staff of other health and social care providers; other external agencies and voluntary organisations across the wider health community; funders and supporters; the general public and service users. Personal Assistant Services Provide high quality, comprehensive and efficient Personal Assistant support to the Director of Care Service and Service Transformation and Lead Consultant and other Clinical Leads, including ad hoc assistance to the Senior Executive Assistant. To include: Being responsible for the management of the DoCSTs and Medical Directors diary to ensure effective use of time, ensuring that all the required documents and information are available when required. Coordination of DoCST and Medical Directors
communications, including taking calls, responding to emails and interfacing with partners and the public. Scheduling of meetings and appointments and management of travel arrangements, prioritising appointments for the DoCST and Medical Directors and ensure that all participants have the relevant information, including ensuring 1:1 meetings and appraisals are set up with direct reports on a regular and timely basis. Identifying and booking appropriate venues for events, organising the room layout and equipment requirements and refreshments where appropriate. The safe and secure ordering and keeping an accurate log of all prescription pad (FP10) ordering, issuing and audits. Working using ones own initiative, including prioritising on behalf of the DoCST and Medical Director where appropriate and working collaboratively with the Senior Executive Assistant. Maintaining an organised filing system of paper and electronic records, ensuring information is securely stored and meets good records
management standards, in line with the Data Protection Act and General Data Protection Regulations. Hospice wide activities Assist the Senior Executive Assistant in management of incoming post, passing on to relevant departments/ staff for action as appropriate and of stationery and other supplies; ensuring goods ordered are within budgetary constraints and reflect value for money and the most cost effective arrangements taking account of the circumstances in each case. To work with the departmental leads to review the Hospice Policies and Procedures ensuring they are in date and compliant with local and national initiatives and legislation. Assist the Senior Executive Assistant in purchases on behalf of all Hospice departments using the Hospice credit card. Provide support to Clinical Leads prior and during the on-boarding of new starters within their teams, in particular the induction process, this includes owning the induction for GP trainees on rotation at the Hospice Be
main contact person for student placements, organising their on-boarding and timetables Co-ordinate Clinical Shadowing for externals visitors, working closely with Senior Executive Assistant Maintain the complaints tracker ensuring any complaint is answered within the timeframe, also, provide admin support for the creation of letters and setting up of meetings. Co-ordinating and managing external room bookings Meeting support Give meeting support for various committees/groups and meetings by; Providing a high level of secretarial support. Preparing draft agendas for circulation to Chief Executive/Senior Leaders/ Trustees for approval. Ensuring all reports are produced in the Hospices corporate house style and in time to meet the deadline required for papers to be circulated. Preparing, collate and despatch meeting reports within agreed timescales. Attending and recording the minutes of the meetings required. Other Provide cover for Senior Executive Assistant and secretarial
support to other departments as and when necessary. Provide administrative support to the estates team on managing the servicing log and schedule for medical equipment.