JOB DESCRIPTION FOR

PA to THE DIRECTOR OF PATIENT SERVICES

Job Title:Personal Assistant to the DPS

Location:St Luke’s Kenton Grange Hospice

Accountable to:The Director of Patient Services (DPS)

Grade/Salary:Hospice Salary Scheme (circa £21,434-£25490 p.a.) depending on experience

Hours:32 hrs over 5 Days

Job Summary:

To act as Personal Assistant to the DPS, providing an efficient secretarial service, including frequent dealing with internal and external healthcare personnel. The post-holder will be expected to use their own initiative and to work independently with little or no supervision. We would expect candidates to have appropriate experience as a PA, and to have a mature attitude.

Key Relationships:DPS

Senior Nurse Manager/Deputy to DPS

Medical director and his PA

CEO and PA

Trustees

Clinical Governance Committee

Hospice Executive team + the Senior Clinical Multidisciplinary Team

Other PAs clinical secretaries + ward clerks

Finance Department personnel

Fundraising Department personnel

Main Duties & Responsibilities:
  • To provide a comprehensive and efficient secretarial and administrative service to the DPS
  • To maintain a diary system for the DPS
  • To deal appropriately and sensitively with visitors, telephone calls, messages, letters and other communications. To have empathy and understanding of the diverse cultural and emotional needs of patients and families.
  • To provide research and administrative support to the DPS, in her clinical role and as the Registered Manager and Responsible Individual of the hospice.
  • To arrange meetings/functions, as required by the DPS, and any refreshments required, in conjunction with the Support Services Manager. Take minutes as required, ensuring all follow-up action is taken.
  • To be proactive in searching websites/databases for update – specialist palliative care information eg Help the Hospices, National Council, Care Quality Commission, RoyalCollege of nursing.
  • To be responsible for the accuracy and maintenance of the time management of the hospice clinical complaints system, coordinating investigations and responses, under the direction of the DPS/SNM.
  • To undertake and be responsible for clinical systems vital to the safety of patient care, eg Medical Device Alerts, drug alerts, accidents and incidents.
  • Act as administrator and coordinator to the internal Care Quality Commissioning group. (DPS, Deputy DPS, Contracts and Quality Manager) under the authorisation of the DPS.
  • Purchase items via the internet using the hospice credit card
  • To photocopy and distribute correspondence and information
  • To maintain an efficient and correct electronic and manual filing systems, using subject matter systems and storage for 8-10 years.
  • To cover for other PA’s period of absence
  • Adjusting workload in conjunction with DPS
Skills
  • Good proactive organisational and communication skills and pleasant telephone manner
  • Discretion and confidentiality are essential
  • Accurate Minute-taking is essential and translating minutes into clear records of meetings.
  • The presentation of all correspondence must be of a high standard, with a good eye for detail.
  • The post-holder should have the ability to act on their own initiative and prioritise workload accordingly, assessing where to ask for help, if DPS off-site.
  • Flexible approach and able to work under pressure.
  • Shorthand and audio typing skills are desirable
  • PC skills, and competency with the Microsoft Office package (including Excel, PowerPoint, Word etc)
General:
  • The post-holder should have a genuine empathy with the Hospice movement
  • In addition to the duties and responsibilities listed, the post-holder may be required to perform other duties, to facilitate the smooth running of the organisation. Some meetings will be out of normal office hours.
  • The job description must be seen within a developing organisation. It will be reviewed and revised periodically to take account of changes within the organisation.
  • The post holder will be expected to comply with all policies and procedures as laid out in the Terms and Conditions of Employment (Written particulars of Employment).