Governance and Executive PA

Job description

Job responsibilities

Department: Patient & Family Services

Reports to: Director of Patient & Family Services

Role Purpose: To provide high-level administrative and secretarial support, focused on governance related activities across Myton in support of the Company Secretary, and provide administrative and secretarial support to the wider Senior Leadership team, alongside the Executive PA.

Myton Core Values: Our Core Values underpin everything we do and all employees are expected to reflect them in their behaviours. They are: One Myton (One Team, One Goal - delivering holistic care), Professional (in all we do), Respect (and dignity for all), and Value (every individual and ourselves).

Main Duties & Responsibilities:

1. Provide full administration oversight and support for the quarterly Governance meeting framework which reports into the Myton Management Board, including liaising with the committee Chairs to plan and issue agendas, taking detailed meeting minutes and action capturing.
2. Work alongside and support the PA to the CEO in planning, arranging and monitoring a schedule of meetings for the Myton Hospice Board of Trustees and the Governance Sub committees.
3. Service all the meetings that lead into the governance framework plus any other meetings as they arise. Including meeting planning, agenda and papers and meeting minutes and actions.
4. Service all meetings that are part of the governance framework including the Clinical Governance Committee, the People & Resources Committee and the Finance & Audit Committee, including meeting planning, refreshments provision agenda and papers and meeting minutes and actions.
5. Provide administrative support for other relevant Clinical directorate meetings, including notes and action capturing.
6. Assist in the collation and preparation of statistics, management information and reports relating to governance, as required by the Senior Leadership Team.
7. Provide full administrative support for trustee governance for the Company Secretary includingensuring Myton's compliance with statutory governance requirements through the collation of information or amendments to our websites.
8. Assist with arranging, developing and maintaining programmes of induction, recruitment and training for trustees and to monitor and recording participation and engagement. Liaise with People Services to monitor and chase Trustee DBS checks.
9. Ensure Trustees are kept up to date with appropriate Charity communications and be the first point of contact for Trustee queries.
10. Provide administration support to the CEO in the absence of the PA to the CEO.
11. Provide administrative and diary management support for the Senior Leadership Team.
12. Support the Clinical Governance Lead and Deputy administratively, including with Clinical Policy management, support with national patient safety alerts and general admin support aligned to clinical governance.
13. Facilitate ad hoc patient and family surveys.
14. Support PA to CEO with non-clinical Policies and SOPs, including formatting.
15. Facilitate external room bookings from other aligned service providers including communicating with external requesters, booking rooms and refreshments, liaising with the relevant internal teams and invoicing for any income this generates.
16. Monitor The Myton Hospices' Enquiries Inbox.
17. Help arrange bi-annual Referrers events.
18. Maintain the confidentiality of systems, both manual and computerised in accordance with the Data Protection Act 2018.
19. Liaise with professional bodies, outside agencies, and organisations as required.
20. Ensure systems and processes are shared with relevant staff to maintain the smooth running of the service and undertake any appropriate administrative or clerical work, including data entry, filing, photocopying, diary management and mail distribution.
21. Any other duties commensurate with the post.

General Responsibilities and Obligations of All Employees:

Policies and Procedures: The post holder is required to have a good understanding of and comply with all relevant Myton policies, procedures and guidelines.

Volunteers:Myton recognises the valuable contribution that volunteers make and we expect all employees to be able to support and work effectively with our volunteers.

Confidentiality and Data Protection: It is a requirement of employment with Myton that all staff must comply with the obligation of confidentiality relating to personal information that could identify individuals. The Data Protection Act safeguards the handling of information and it is the duty of all staff employed by Myton to uphold the principles of the Act, adhere to Myton policies and to maintain strict confidentiality at all times.

Infection Control: All employees must be aware of infection prevention and control policies and follow them at all times. Any breach of infection control policies which places patients, visitors or colleagues at risk may result in disciplinary action.

Equity and Diversity: The post holder must at all times carry out their responsibilities in line with Myton's Equality and Diversity policy.

Health and Safety: Employees must be aware of the responsibilities placed upon them under the Health and Safety at Work Act 1974 and ensure the agreed safety procedures are carried out to maintain a safe working environment for patients, visitors and colleagues. The post holder is required to conform with Myton's policies on Health & Safety and Fire Prevention and to attend related training as required.

Safeguarding Vulnerable Adults and Children: It is the duty of all staff working for Myton to safeguard children and vulnerable adults and undertake safeguarding training at an appropriate level.

Code of Conduct: Employees are required to represent Myton in a positive light and embody the corporate identity in appearance, demeanour, values and ethics.

Review of Job Description: This job description is an outline of the key duties and responsibilities of the role and is not intended as an exhaustive list. The job description may change over time to reflect the changing needs of the service. The post holder may be required to undertake other duties that could reasonably be considered commensurate with the post. This job description is subject to periodic review and may be changed / updated following consultation with the post holder.

Last updated: June 2025

Person Specification

Skills and Attributes

Essential

• Excellent communication skills (written and verbal)
• Able to demonstrate resilience
• Good interpersonal skills
• Effective personal organisation skills
• Able to demonstrate an inclusive and collaborative approach
• Understanding of confidentiality
• Excellent time management skills
• Self-motivated
• Able to work autonomously and show initiative
• Capacity to organise a diverse workload
• Proficient with IT and all Microsoft Office applications in particular (Word, Excel, Powerpoint, Outlook etc.)
• Able to navigate websites to find pertinent data
• Able to deal sensitively with people in sometimes distressing circumstances
• Able to work well as part of a team
• Ability to prioritise tasks, plan workload and work under pressure
• Conscientious and hardworking
• Ability to adapt to change and have a flexible approach

Desirable

• Knowledge of patient databases

Other

Essential

• The right to work in the UK (we cannot provide sponsorship)
• Able to travel within Coventry and Warwickshire
• Able to work flexibility to accommodate evening meetings when required
• Able to work additional hours for meetings when required throughout the year

Experience

Essential

• Substantial experience of working in a senior secretarial role
• Experience of taking formal / professional / governance-related minutes
• Varied administration experience, including supporting senior managers
• Diary management experience

Desirable

• Experience of working in the hospice or charity sector
• Experience if working in a clinical environment

Qualifications

Desirable

• Secretarial, PA or Administration qualification

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

The Myton Hospices

Address

Myton Lane

Warwick

Warwickshire

CV34 6PX

Employer's website

https://www.mytonhospice.org/ (Opens in a new tab)