Job summary
Salary - £24,980 pa FTE
Hours - 30 - 37.5 hours per week (Monday to Friday)
Holiday - 25 days (increasing to 27 after 5 years and 31 after 9 years FTE) plus 8 bank holidays
We believe in living life to the end and bringing joy to patients lives. We work with everyone as an individual, supporting them on each step of their journey through our outpatient unit, our inpatient unit, and in their own homes to live a good life and achieve a good death, in their place of choice. We also work with families along the way and offer bereavement support. We are a charity and the only independent Hospice in this part of the UK, which enables us to deliver the most compassionate, dynamic and proactive end-of-life care. As such we are a centre of clinical excellence in the region and further afield, recognised at the forefront of education in palliative care for over 40 years.
Are you looking for a new opportunity? Tapping House are looking for that special someone to join our amazing team.
Main duties of the job
The Governance, Facilities and Executive Administrator will provide
comprehensive administrative support to the Governance and Executive
Assistant , the Facilities Team and Kitchen Team. The role will ensure smooth
day to day operation and coordination of clinical and organisational governance.
About us
We have an amazing multi-disciplinary team who all work together ensuring that the patient is central to everything we do.
Our Vision is ...
That every person living with or affected by a life limiting condition will be offered choice and access to excellent end of life and bereavement care.
Our Values are:
COMPASSION
ACCESSIBILITY
RESPECT
EXCELLENCE
SPARK
The Hospice stands in beautiful well maintained grounds. Our building is modern and light with each bedroom having a garden view. We offer free parking and an amazing onsite cafe.
Job description
Job responsibilities
Main Responsibilities:
- Provide administrative support to the Governance and Executive Assistant
- Attend, prepare agenda, take comprehensive minutes and circulate for
meetings relating to: Senior Leadership, Clinical Strategy Group and Information Governance Committee
- Ensure that minutes of meetings and associated action plans are
circulated in a timely manner (within 2 weeks) unless special exemption
granted
- Provide reports for clinical meetings (Clinical Quality Group, Infection
Control Committee) (Risks, Incidents, Policies, Audits, Patient/Family
feedback)
- Provide support to the Governance and Executive Assistant to oversee the
annual governance frameworks and monthly requirements including: Risks, Incidents, Policies and Audits
- Support the Governance and Executive Assistant in working with
colleagues to ensure the timely formatting of the Quarterly Dashboards
- Support the Governance and Executive Assistant in projects to improve
clinical and organisational governance.
- To ensure timely reviews, updates and archiving of care leaflets by
collaborative working with marketing and the database
- Be competent on the current Hospice IT systems: the Hospice filing
system and electronic data storage systems including Word, Blue
Stream, Excel, Vantage, SMI, TEAMs and PowerPoint.
- Provide general administration support to the Facilities Team and Kitchen
Team.
General
- To uphold the Hospices vision and values at all times
- Carry out all duties in accordance with the Hospices policies and
procedures including but not limited to health & safety, code of
behaviour, confidentiality and equality, diversity & inclusion.
- Promote awareness of the Hospice, its services and its strategy.
- Work collaboratively and respectfully with all staff, volunteers and
supporters of the Hospice.
- Promote and support the safeguarding of vulnerable adults, young
people and children, observing and adhering the Hospices policies
on safeguarding.
- Demonstrate a commitment to ongoing learning and development
and to participate in any training relevant to the role.
Information
Security, Confidentiality, and Records Management:
- The
role requires adherence to organisational policies concerning information
security, data privacy, and confidentiality. The employee is responsible for
safeguarding sensitive information, ensuring secure handling and storage of
records, and maintaining compliance with applicable data protection
regulations. This includes actively participating in Information Governance
training, reporting potential security incidents, and managing records in
accordance with Tapping Houses Retention Archiving and Destruction of All
Hospice Records Policy.
- This post is subject to the Rehabilitation of Offenders Act 1974
(Exemptions) Order 1975, and such will be necessary for a
submission for disclosure to be made to the Disclosure and Barring
Service to check for any previous criminal convictions.
- This job description is not intended to be exhaustive and will be reviewed
periodically to ensure that the needs of the service are being met
Job description
Job responsibilities
Main Responsibilities:
- Provide administrative support to the Governance and Executive Assistant
- Attend, prepare agenda, take comprehensive minutes and circulate for
meetings relating to: Senior Leadership, Clinical Strategy Group and Information Governance Committee
- Ensure that minutes of meetings and associated action plans are
circulated in a timely manner (within 2 weeks) unless special exemption
granted
- Provide reports for clinical meetings (Clinical Quality Group, Infection
Control Committee) (Risks, Incidents, Policies, Audits, Patient/Family
feedback)
- Provide support to the Governance and Executive Assistant to oversee the
annual governance frameworks and monthly requirements including: Risks, Incidents, Policies and Audits
- Support the Governance and Executive Assistant in working with
colleagues to ensure the timely formatting of the Quarterly Dashboards
- Support the Governance and Executive Assistant in projects to improve
clinical and organisational governance.
- To ensure timely reviews, updates and archiving of care leaflets by
collaborative working with marketing and the database
- Be competent on the current Hospice IT systems: the Hospice filing
system and electronic data storage systems including Word, Blue
Stream, Excel, Vantage, SMI, TEAMs and PowerPoint.
- Provide general administration support to the Facilities Team and Kitchen
Team.
General
- To uphold the Hospices vision and values at all times
- Carry out all duties in accordance with the Hospices policies and
procedures including but not limited to health & safety, code of
behaviour, confidentiality and equality, diversity & inclusion.
- Promote awareness of the Hospice, its services and its strategy.
- Work collaboratively and respectfully with all staff, volunteers and
supporters of the Hospice.
- Promote and support the safeguarding of vulnerable adults, young
people and children, observing and adhering the Hospices policies
on safeguarding.
- Demonstrate a commitment to ongoing learning and development
and to participate in any training relevant to the role.
Information
Security, Confidentiality, and Records Management:
- The
role requires adherence to organisational policies concerning information
security, data privacy, and confidentiality. The employee is responsible for
safeguarding sensitive information, ensuring secure handling and storage of
records, and maintaining compliance with applicable data protection
regulations. This includes actively participating in Information Governance
training, reporting potential security incidents, and managing records in
accordance with Tapping Houses Retention Archiving and Destruction of All
Hospice Records Policy.
- This post is subject to the Rehabilitation of Offenders Act 1974
(Exemptions) Order 1975, and such will be necessary for a
submission for disclosure to be made to the Disclosure and Barring
Service to check for any previous criminal convictions.
- This job description is not intended to be exhaustive and will be reviewed
periodically to ensure that the needs of the service are being met
Person Specification
Qualifications
Essential
- Educated to GCSE or equivalent (A-C/7+ - 4)
- Excellent Microsoft Office knowledge
Personal Qualities
Essential
- Proactive and flexible
- Team player
- Adaptable to change
Experience
Essential
- Meeting administration and minute taking experience
- Excellent written and verbal communication skills
- Ability to communicate effectively at all levels
- Experience of dealing with confidential and sensitive information
- Ability to manage own workload and priorities
- Ability to work under pressure and to time scales
- Demonstrate a high level of attention to detail
Desirable
- Experience of working with volunteers or experience of being a volunteer
- Experience of working in a healthcare setting
Person Specification
Qualifications
Essential
- Educated to GCSE or equivalent (A-C/7+ - 4)
- Excellent Microsoft Office knowledge
Personal Qualities
Essential
- Proactive and flexible
- Team player
- Adaptable to change
Experience
Essential
- Meeting administration and minute taking experience
- Excellent written and verbal communication skills
- Ability to communicate effectively at all levels
- Experience of dealing with confidential and sensitive information
- Ability to manage own workload and priorities
- Ability to work under pressure and to time scales
- Demonstrate a high level of attention to detail
Desirable
- Experience of working with volunteers or experience of being a volunteer
- Experience of working in a healthcare setting
