Executive Assistant

Job description

Job responsibilities

• Collate data for regulator compliance such as CQC and ICB reports
• Ensure that Information Governance and other relevant policies are complied with.
• Manage projects as directed by the Directors
• Ensure robust documentation for rotational doctors

Support the clinical governance structure, delegating work as necessary, to ensure standards are maintained e.g. the suite of hospice policies and audit plans are monitored and updated by relevant staff in a timely manner

Work with the Director of Nursing, Governance and AHPs to:

Identify necessary workstreams and implement improvement plans in relation to the CQCs requirements, this will involve liaison across clinical and non-clinical services to achieve regulatory standards

Manage and oversee the administration of the Hospices incident reporting system

Ensure that hospice policies on the retention and destruction of confidential information are clearly followed

Ensure contracts for services are managed

Work with service leads and the finance team to ensure accurate and timely processing of invoicing etc

Organise and support internal and external meetings with responsibility for agenda

preparation, information packs, minutes, action notes, travel and accommodation and hospitality as required

• Effective diary management for the directors
• Ensure clarity and accuracy in all aspects of administration
• Maintain and develop effective filing systems
• Be innovative by continuously improving efficiency and productivity
• Communicate and record information appropriately and accurately especially matters of a confidential nature including maintenance of confidential / secure / archived files.
• Data inputting and development of spread-sheets e.g. for KPIs, activity data, performance monitoring etc.
• Production and presentation of data as required.
• Analyse and assess reports to identify next steps and actions
• Liaison and collaboration across clinical and non-clinical services

Management of annual leave for the medical team and clinical directors

Person Specification

Experience

Essential

• Recent experience as an effective personal assistant
• Experience of working directly with the public
• Experience as an effective administrator

Desirable

• Experience of leading and delivering small projects (in a work setting)

Other

Essential

• Excellent interpersonal skills and used to working with a senior team
• Sufficient personal resources to work effectively in a palliative care setting
• Commitment to personal and professional development
• An understanding of and demonstrable commitment to the Hospices Values as a framework for decisions, actions and behaviours.
• Understanding and commitment to the aims of Equality, Diversity and Inclusion
• Appreciation and commitment to confidentiality
• Willingness to adapt hours to meet organisational needs including some evening meetings

Qualifications

Essential

• A-Level or equivalent level of qualification/experience

Desirable

• Business Administration or Executive Assistant qualification

Key Skills & Abilities

Essential

• Manage pressures, workloads and prioritise accordingly
• Excellent, up-to-date administrative skills including word processing use of Microsoft applications, data inputting and management, email, spread-sheets etc.
• Strong written and oral communication skills including ability to take accurate notes for meetings, audio typing etc.
• Excellent interpersonal and supporter care skills
• Ability to work alongside and build relationships with a wide range of people including senior leaders, volunteers and other staff
• Excellent diplomacy skills and understands the nature of this role there will be a high level of confidential information divulged and the ability for it to remain confidential.
• Work on own initiative and as team player
• Ability to work with a varied workload and keep calm under pressure, working to tight timescales
• Ability to adapt and be flexible in response to the needs of the Medical Director and Director of Nursing Governance and AHPs

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

St Catherine’s Hospice

Address

Lostock Lane

Lostock Hall

Preston

PR5 5XU

Employer's website

https://www.stcatherines.co.uk (Opens in a new tab)