Greenwich & Bexley Community Hospice rARnZUYH
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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.
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.
Key Responsibilities:
Manage and organise the digital calendars, appointments, and meetings for 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 and up-to-date information.
Prepare and proofread correspondence, reports, and presentations using various digital tools.
Monitor and respond to emails, ensuring efficient communication flow.
Collaborate with the wider team to ensure seamless information sharing and coordination.
Support the Clinical Leads in ad hoc administrative tasks as required
We reserve the right to close this job advertisement early if we receive a sufficient number of applications.
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.
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.
Key Responsibilities:
Manage and organise the digital calendars, appointments, and meetings for 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 and up-to-date information.
Prepare and proofread correspondence, reports, and presentations using various digital tools.
Monitor and respond to emails, ensuring efficient communication flow.
Collaborate with the wider team to ensure seamless information sharing and coordination.
Support the Clinical Leads in ad hoc administrative tasks as required
We reserve the right to close this job advertisement early if we receive a sufficient number of applications.
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