Job summary

Join Our Dynamic Team as a Personal Assistant!

Do you have a passion for making a difference? Do you thrive in a fast-paced environment where no two days are the same? Look no further! We are seeking an exceptional Personal Assistantat Community Hospice, and help us provide compassionate care to our community.

At Community Hospice, we are dedicated to delivering outstanding hospice care to our patients and their families. We believe in enhancing quality of life and providing support during challenging times. Our team of professionals is committed to making a positive impact on our community, and we are looking for a talented individual to join us on this fulfilling journey.

As a Personal Assistant, you will play a vital role in supporting our clinical team, ensuring seamless planning and efficient communication. Your primary responsibility will be to our Director of Care & Service Transformation and Medical Director, ensuring their diaries and day to day work are running smoothly, helping us embrace the power of technology to enhance our services.

Main duties of the job

Key Responsibilities :

Manage and organise the digital calendars, appointments, and meetingsfor the Clinical Directors.

Assist in coordinating and scheduling internal and external meetings,ensuring all necessary documentation and resources are available.

Maintain digital filing systems and databases, ensuring accurate andup-to-date information.

Prepare and proofread correspondence, reports, and presentations usingvarious digital tools.

Monitor and respond to emails, ensuring efficient communication flow.

Collaborate with the wider team to ensure seamless information sharingand coordination.

Support the Clinical Leads in ad hocadministrative tasks as required

We reserve the right to close this job advertisement early if we receive a sufficient number of applications.

About us

Community Hospice provides community, hospital and inpatient specialist palliative and supportive care to people with life limiting illnesses and their families within the London boroughs of Greenwich and Bexley and at the Queen Elizabeth Hospital, Woolwich.

Job description

Job responsibilities

Job Summary

This is an administrative andsecretarial post reporting directly to the Senior Executive Assistant. The post holder will provide a comprehensive personalassistant service to the Director of Care and Service Transformation andMedical Director; managing their diary and appointments and supporting them intheir day to day roles as well as providing administrative support for an arrayof governance meetings. The role will include supporting other clinical leads(predominantly Lead Consultant, Matron for In-Patient Service and Head ofCommunity Services) as and when required. The position requires the person tobe able to act on their own initiative and with a high level of discretion. Excellentcommunication skills internally and externally are required for this post. Inthe absence of the Senior Executive Assistant, the postholder will also beresponsible for providing administrative and secretarial support to the ChiefExecutive and other members of the Senior Leadership Team (SLT).

Key working relationships

Internal :

Director of CareService and Service Transformation, Medical Director, Lead Consultant, SeniorExecutive Assistant, Chief Executive, Senior Leadership Team, Hospice LeadershipTeam, Clinical Leads.

External :

CEOs, Directors andstaff of other health and social care providers; other external agencies andvoluntary organisations across the wider health community; funders andsupporters; the general public and service users.

Personal AssistantServices

Provide high quality,comprehensive and efficient Personal Assistant supportto the Director of Care Serviceand Service Transformation and Lead Consultant andother Clinical Leads, including ad hoc assistance to the Senior ExecutiveAssistant. To include :

Being responsible for the management of the DoCSTs and MedicalDirectors diary to ensure effective use of time, ensuring that all the requireddocuments and information are available when required.

Coordinationof DoCST and Medical Directors communications,including taking calls, responding to emails and interfacing with partners andthe public.

Schedulingof meetings and appointments and management of travel arrangements,prioritising appointments for the DoCSTand Medical Directors and ensure that all participants havethe relevant information, including ensuring 1 : 1 meetings and appraisals areset up with direct reports on a regular and timely basis.

Identifyingand booking appropriate venues for events, organising the room layout andequipment requirements and refreshments where appropriate.

Thesafe and secure ordering and keeping an accurate log of all prescription pad(FP10) ordering, issuing and audits.

Workingusing ones own initiative, including prioritising on behalf of the DoCST and Medical Director where appropriate and workingcollaboratively with the Senior Executive Assistant.

Maintainingan organised filing system of paper and electronic records, ensuringinformation is securely stored and meets good records management standards, inline with the Data Protection Act and General Data Protection Regulations.

Hospice wide activities

Assistthe Senior Executive Assistant in managementof incoming post, passing on to relevant departments / staff for action asappropriate and of stationery and other supplies; ensuring goods ordered arewithin budgetary constraints and reflect value for money and the most costeffective arrangements taking account of the circumstances in each case.

Towork with the departmental leads to review the Hospice Policies and Proceduresensuring they are in date and compliant with local and national initiatives andlegislation.

Assistthe Senior Executive Assistant in purchases on behalf of all Hospicedepartments using the Hospice credit card.

Providesupport to Clinical Leads prior and during the on-boarding of new starterswithin their teams, in particular the induction process, this includes owningthe induction for GP trainees on rotation at the Hospice

Bemain contact person for student placements, organising their on-boarding andtimetables

Co-ordinateClinical Shadowing for externals visitors, working closely with SeniorExecutive Assistant

Maintainthe complaints tracker ensuring any complaint is answered within the timeframe,also, provide admin support for the creation of letters and setting up ofmeetings.

Co-ordinatingand managing external room bookings

Meeting support

Give meeting support for various committees / groupsand meetings by;

Providinga high level of secretarial support.

Preparingdraft agendas for circulation to Chief Executive / Senior Leaders / Trustees forapproval.

Ensuringall reports are produced in the Hospices corporate house style and in time tomeet the deadline required for papers to be circulated.

Preparing,collate and despatch meeting reports within agreed timescales.

Attendingand recording the minutes of the meetings required.

Other

Provide cover for Senior Executive Assistant andsecretarial support to other departments as and when necessary.

Provide administrative support to the estatesteam on managing the servicing log and schedule for medical equipment.

Person Specification

Qualifications

Desirable

• ECDL
• PRINCE 2 Project Management

Experience

Essential

Desirable

Knowledge and Skills

Essential

Aptitude / Personal Characteristics

Essential

Desirable