JOB TITLE:PA to the Chief Executive
JOB DESCRIPTION
JOB TITLE:PA to the Chief Executive
BASE:LOROS
REPORTING TO:Chief Executive
HOURS:37.5 hours per week (worked flexibly)
JOB PURPOSE:
To provide highly professional comprehensive, efficient and responsive administrative support to the Chief Executive (who is also the Company Secretary) and the Board of Trustees.
To act as a responsible link between the Chief Executive and others both within and outside of LOROS taking the initiative and acting in strict confidence. This role supports the overall Governance function of LOROS and its relationships with key stakeholders and external bodies through the Chief Executive, the Chairman and the Board of Trustees.
To provide cover in the absence of the PA to the Director of Care Service’s and the PA to the Director of Income Generation & Marketing.
DUTIES AND RESPONSIBILITIES:
1.To support the Chief Executive’s personal profile and the reputation of LOROS with
external partners and stakeholders, reflecting the values of the organisation.
2.Supporting the Chief Executive to articulate the Charity’s Vision, Mission and
Values ensuring that these are applied consistently within LOROS.
3.Lead in the preparation of information packs and agendas for defined meetings including;
- Board Meetings
- Board Sub-Committees (Treasurer’s, Honorary Officers, Shops)
- Senior Management Team Meetings
- Heads of Departments Meetings
- Information Governance Steering Group Meetings
4.To support the Chief Executive in effective diary management to ensure efficient
use of time and preparation of papers and information ahead of meetings.
5.To arrange and service meetings including all pre-meeting arrangements liaising with internal and external attendees.
6.As agreed, to take accurate meeting minutes or notes and ensure their timely completion and distribution adhering to the relevant terms of reference.
7.Assist the Chief Executive in ensuring that actions agreed in meetings are followed
up and completed in a timely manner.
8.To arrange and co-ordinate ‘VIP’ meetings and visits to the hospice ensuring they occur in a manner of the highest value to all involved.
9.Assist the Chief Executive in his duties as Company Secretary and in relation to responsibilities towards the Charity Commission, LOROS Association, AGM and other statutory functions.
10.Assist with the planning and preparation of presentations and documents including capturing any relevant data.
11.Maintain and update paper and electronic filing systems, including data devolved from the key meetings listed.
12.Check e-mails and deal with any enquiries for the Chief Executive when out of the office or on annual leave.
13.Arrange any necessary travel/accommodation requirements.
14.Support other ad hoc projects, as required.
15.Provide and act as a professional role model for administrative staff in relation to standards and working practices across the organisation.
GENERAL DUTIES:
1.All staff are subject to Equal Opportunities Legislation, the Data Protection Act and LOROS Confidentiality Policy.
2.To carry out and comply with the prevention of infection as per LOROS policies and procedures.
3.All staff are subject to LOROS policies, procedures and conditions of service, with reference to the Health and Safety at Work Act 1974.
4.Take reasonable care for the health and safety of themselves and of other persons who may be affected by their acts or omissions at work.
5.Co-operate with their employer as far as is necessary to meet the requirements of the legislation.
6.All staff should be aware of and aim to contribute to LOROS’ Vision and Mission and also strive to exhibit the Values & Behaviours at all times (see attached document).
The contents of this job description are not exhaustive and may be amended in accordance with the needs of the service after discussion with the post holder whose agreement will not be unreasonably withheld.
Signed……………………………………………………………….Date…………………………………………
Postholder
Signed……………………………………………………………… Date ………………………………………..
Line Manager
VISION
(Ourlongtermaspirationforoursociety)
Everyonewithanincurableillnesshastherighttoexcellentcare.Thisshouldvalueandrespecttheiruniquenessandtheirownchoices.Peopleshouldbeenabledtoliveanddiewithdignityandwithappropriateandcompassionatesupportforthemandtheirlovedones.
MISSION
(OurgoalsandactivitiesinworkingtowardsourVision)
LOROSisacharitywhoseaimistoenhancethequalityoflifeofadultpatientswithcancer,progressiveneurologicalconditionsandend-stageorganfailureforwhomcurativetreatmentisnolongerpossible.Patientsaretreatedatthehospiceandinthecommunitybaseduponclinicalneed,regardlessofbackgroundandtheabilitytopay.
LOROSspecialisesinholistic,multidisciplinarycare,focusedonthewholepersonandincludingfamilyandcarers.Thecaregiventakesintoaccountthepatients’physical,psychological,socialandspiritualneedsaswellas their ownchoices.Familymembersaresupportedinadjusting tolossandbereavement.
LOROScontributestotheeducationandtrainingofitsownandotherhealthandsocialcareprofessionalsandofvolunteers.Thecharityisalsocommittedtoresearchinordertoimprovetheunderstandingandpracticeofpalliativecare.
VALUESBEHAVIOURS
(Howwewillstrivetobe)
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PROFESSIONAL
FOCUSED
COLLABORATIVE
COMPASSIONATE
TRUSTED
in ourattitudeand everything wedo
onpatients,familiesandcarers whilst listening,learningandadaptingtotheirdiverseneeds
inworkingtogetherandwithothers
inprovidingcareandrespondingsensitivelytorequestsforsupport
withinourorganisation andbyour community
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KEY FACTS – SEPT 2014
No. of individuals receiving patient care from LOROS pa>2,500
Of whom admitted to Inpatient Ward550
(approx. ½ subsequently discharged)
No. of beds in Inpatient Ward31
Average length of stay (days)12
No. of participants in LOROS educational activities pa2,000
No. of employees320
No. of regular volunteers>1,000
Expenditure on patient care pa £7.5 million
Minimum amount of income to be raised pa£4.5 million
Portion of expenditure covered by NHS1/3rd
Proportion of charity costs directed to care services90%
Cost per hour of running the charity£850
Cost per Bed/Day including “overheads” (85% occupancy)£500
Cost per attendance for Day Therapy£150
Cost of a Community Nurse Specialist visit£100
No. of LOROS shops25
No. of LOROS lottery members22,000
Year LOROS registered as a charity1977
First patient at Groby Road HospiceSept 1985
LOROS is a registered charity and also a company limited by guarantee which is governed by a Board of up to 15 unpaid voluntary Trustees. It is regulated by the Charity Commission, Companies House and the Care Quality Commission.
All money raised is spent locally in Leicester, Leicestershire & Rutland.
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