St Luke S Kenton Grange Hospice

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).