Job responsibilities
MAIN PURPOSE OF JOB - SUMMARY
The Personal Assistant to the Assistant Directors is an integral member of the organisations executive
support team, providing excellent, confidential secretarial support to enable the Assistant Director of
Clinical Services and the Assistant Director of Hospice Community Services and Community Partnerships, to
effectively undertake their roles of leading and managing their clinical departments of the organisation.
MAIN DUTIES & RESPONSIBILITIES
Establishing and maintaining effective administration to support the work of the Assistant Directors.
To provide a full confidential PA & secretarial service to the Assistant Directors covering all areas of
work.
Working with the Assistant Directors to ensure their diaries, appointments and meetings are
streamlined and well executed.
To ensure Assistant Directors are fully prepared and/or briefed for meetings and/or activities.
To prioritise work for the Assistant Directors to ensure timescales are met and workflows
progressed.
To be the primary point of contact on a day to day basis on behalf of the Assistant Directors for the
Integrated Care Board and other external provider partners.
To maintain the diaries for the Assistant Directors as required; scheduling appointments, organising
diary entries, arranging line management meetings, supervision sessions etc.
Setting reminders for meetings, appointments and other important tasks.
Acting as a first point of contact, dealing with emails and phone calls. To receive telephone calls for
the Assistant Directors office in their absence. To ensure correct messages are taken and a
professional friendly response is provide for incoming calls.
Carrying out routine monitoring tasks when required.
Support the Assistant Directors in the preparation and submission of monitoring reports as part of
governance processes in conjunction and collaboration with other key stakeholders.
To administer processes, procedures and compliance around the Hospice Good Governance model
and Quality Strategy working in conjunction with the Assistant Directors.
To ensure the smooth running of the Assistant Directors office by carrying out routine office tasks
and procedures such as:
- Photocopying and filing documents (digitally and paper-based).
Processing incoming and outgoing post, including electronic post.
Maintaining other record keeping systems.
Maintaining a supply of office materials.
Meeting and greeting visitors at all levels of seniority.
To support the Assistant Directors regularly with the monitoring or sickness, annual leave and staff
records for staff reporting into them.
To coordinate, prepare and minute meetings on behalf of the Assistant Directors, such as cross
locality strategy meetings, internal meetings and external meetings. Including ensuring all papers
etc. for forthcoming meetings are ready in advance and relevant action points are followed
up/actioned.
To be guided by the Assistant Directors in ensuring that minutes are prepared and
distributed in a timely manner.
To be the lead administrative support for the South West Essex Palliative Care Locality Group,
working with the chair and deputy chair to produce papers, arrange meetings, minute meetings,
booking venues, catering arrangements and co-ordinate and follow up on actions. This will involve
liaising with internal and external stakeholders.
To coordinate the Senior Manager Office rota, the senior nurse on-call rota and collation of out of
hours calls including trend analysis.
To scope daily any changes to government guidance to highlight at the 8:30am clinical executive
meeting.
To collate and type up complaint and incident responses on behalf of the Assistant Directors.
To sensitively provide confidential administrative support to Investigating Officers undertaking
formal investigations across the organisation.
To collate and be responsible for the typing, coordinate contributors of the Clinical Bulletin, and be
part of the team that puts this together.
To monitor, develop and update policies, pathways or leaflets as and when required.
To coordinate and book meetings/events etc. as directed by the Assistant Directors.
To support for special projects, events and activities e.g. raising awareness and annual hospitality
events.
To conduct background research, collect and analyse data and prepare documents and
presentations. Including doing background searches and initial drafts.
To research projects as
required and as directed which may include regular interrogation of partner, NHS sites or agency
sites.
To produce PowerPoint presentations and record and keep all presentations related to the Assistant
Directors teaching remit.
To support the Assistant Directors in administering specific initiatives and accreditation processes,
across the organisation.
To work in conjunction with, and cover the work of the Personal Assistant to the Director of Care as
required.
GENERAL
To carry out other duties commensurate with the post as may be requested according to the needs
of the service.
This post forms part of the Hospice Business Support staff and there is therefore an expectation that
the Post holder will assist in supporting other Business Support Administration staff members, if
necessary, with the agreement of the Line Managers.
To support the Assistant Directors role assisting with compiling reports, projects and service
development initiatives.
To liaise with all staff and volunteers in a professional and supportive way using excellent
communication skills in order to promote effective working throughout the organisation.
To regularly attend the Hospice Admin staff meetings to receive updates, standardise administration
process and disseminate best practice.
EDUCATION AND TRAINING
To engage in an annual Individual Performance Review (IPR), identifying learning and
development needs. To attend in-house and external training where possible and relevant to the role.
To establish effective working relationships with all those involved with the Assistant Directors or
own, role activity.
