Job responsibilities
JOB
SUMMARY
To provide professional,
confidential and effective support to the medical team at St Elizabeth, both
Ipswich and East Suffolk, and Great Yarmouth and Waveney, working with the Executive
Assistant to the CEO to provide support to other Senior Leadership Team and Board
as required.
SAFEGUARDING
RESPONSIBILITIES
Demonstrate a
commitment to keeping adults and young people safe
Report any disclosure
made to you to the appropriate person
Report any safeguarding
concerns in the workplace to the appropriate person
Maintain an awareness
of the Hospices policies in relation to safeguarding
RESPONSIBILITIES
To provide direct
support to the Medical Director and the Medical team (includes the Medical
Consultants, Nurse Consultants, Specialty Doctors, doctors at various grades in
temporary rotational training posts, volunteer doctors and may include other
posts subject to future recruitment) including active diary management, organising
both face to face and virtual meetings, proactively planning ahead.
Provide all of the administrative
support to the medical team directly.
Work to cover Ipswich
and East Suffolk as well as Great Yarmouth and Waveney, working in Beccles
hospital one day per week supporting the hospice medical team that is located
there.
Be the first point of
contact for Medical teams office, including for patient enquiries for the
medical team as required. Liaise and
communicate effectively, confidently and professionally with internal/external
contacts, working collaboratively with others.
Maintain, monitor and manage the Medical team admin inbox.
To assist the Executive
Assistant to the CEO, providing cover during annual leave and support for
Board/Sub-committee and other meetings as required, these are sometimes outside
normal office hours.
Liaise with the People
and Culture team and partner organisations, organising new starters/trainees
for the Medical team and coordinating changeover/handover of equipment and
organising induction programmes.
Organising and
distributing weekly rotas, on call rotas, arranging swaps/locums for
planned/unplanned absences, updating the HR system as required. Managing the medical team diaries, including
arranging all medical meetings and conferences where the Medical team lead.
Ensure that the HR
system and any other relevant systems are well maintained and up to date and
accurate for the medical team, adding extra hours, annual leave, sickness
absence, shift swaps as required. Supporting
the Medical Director/deputy in the checking and authorisation of additional
expenses, mileage, additional hours, etc.
To handle confidential
information appropriately, sensitively and with a high level of integrity and
ensuring the Medical Director is briefed on any emerging issues or concerns.
To produce documents
including reports and letters to a high standard, for commissioners as well as
boards and external agencies.
Organising teaching and
team governance meetings, booking meeting rooms, sending out calendar
invitations / teams links, assisting with the preparation of materials, collating
agendas, minute-taking and maintaining action logs.
To produce graphics and
support audits, research and projects that the Medical Team are leading or
working on. Help with other ad-hoc specific
projects, arranging meetings, agenda, venues, catering, minutes and action logs
etc.
Book one to ones and
appraisal appointments. Use the hospice appraisal systems to administer / log
and maintain the Medical Team appraisals and support medical team members to
provide the required supporting information for the General Medical Council
including collating patient feedback, arranging colleague feedback, administrative
tasks in relation to clinical audit. Support the Medical Director in their
Responsible Officer role to carry out the annual Framework for Quality
Assurance and Improvement audit and any related peer review meetings. Support the hospices Lead appraiser for
medical appraisals in their role. Ensuring that all letters and evidence needed
by Doctors for appraisal are arranged and accessed in a timely manner.
Liaise with the Care
Coordination team to ensure they have up to date information re: Medical Team
availability for out-patient appointments as required. Overall oversight of all appointments both
clinical made by medical team as well as administrative team, and nonclinical
coordinating these with the Medical Teams diaries
Support Medical Team
with their Educational Supervisor and Clinical Supervisor responsibilities to
fulfil their duties e.g. coordinating placement planning meetings, collating
information for reports.
Arrange training
sessions as required, liaising with the Hospice Education Team as necessary and
other external educational establishments.
Support Medical Team members in training posts to fulfil their portfolio
requirements e.g. arranging internal and external placements/visits.
Coordinate
arrangements, on-boarding, Induction plans and scrubs for medical student
placements, GP trainees and work experience placements in Ipswich and
Beccles.
Work with the other
Hospices in the Suffolk and North East Essex Integrated Care Board and our
partners in the Norfolk and Waveney Integrated Care Board as required.
Support Medical Team
with investigating and writing up of complaints and incidents as requested.
Liaise with Purchasing and
procurement as directed when equipment is needed. Work with Purchasing to book travel / accommodation
/ transport for conferences or other events.
Support the Research
lead with compiling the hospices Research log and related matters.
PERSONNEL RESPONSIBILITIES
To support the Medical
Team and P&C administratively in staff recruitment as required.
To recognise staff
stress and assist with arranging staff support for the Medical Team.
To participate
administratively to develop the programme in the induction of all new staff, volunteers
and placements as required.
To recognise the value
of volunteer contribution and play an administrative support where appropriate.
To help prepare
recruitment packs and Job Descriptions for the Medical Team
EDUCATIONAL RESPONSIBILITIES
To participate in the
Hospice education programme for themselves as well as for the Medical Team.
To support Medical Team
in feedback education programmes/study days attended. Should they attend
education programmes, then to provide feedback to the rest of the hospice
staff/volunteers.
PERSONAL
DEVELOPMENT
To devise with the Executive
Assistant to CEO and the Medical Director a personal development plan in line
with the Hospice objectives, Medical Team needs and personal needs.
To maintain, develop
and increase personal and professional skills.
ORGANISATIONAL RESPONSIBILITIES
To work at all times
within the policies of the Hospice and act within Care Standards at all times.
To ensure effective use
of resources.
To respect at all times
the confidentiality of information covering patients, staff and volunteers.
To play an active part
in the development and maintenance of good relationships with all who have
business with the Hospice.
To ensure that the Medical
Team has support and cover when they are not working.
To promote the Hospice
philosophy of care towards patients, relatives and visitors.
To uphold the hospice
and individual team values at all times
To ensure compliance
with GDPR at all times
