Acorns Children S Hospice Trust

ACORNS CHILDREN’S HOSPICE TRUST

JOB DESCRIPTION

Job Title PA to Director of Care

Responsible to Director of Care

To provide a fully comprehensive secretarial and administrative support service to the Director of Care

General Duties

1. To handle all correspondence

2. To ensure the provision of clear and professional written and oral communication with both internal and external contacts.

3. To organise internal and external meetings as requested

4. To make travel and accommodation arrangements

5. Maintain and organise files

6. Actively participate in an Individual Review Process

7. Actively participate in training and development to enhance your role

8. Be aware of and comply with the rules relating to your employment as detailed in the staff handbook

9. Be aware of and comply with Health and Safety and Fire Regulations of Acorns Children’s hospice

10.Carry out any other reasonable duties requested.

Specific administrative support needs for the Director of Care

Prepare and circulate agenda and documents and minute the following meetings;

1. Care Assurance Committee (4 x year)

2. Care Governance Mtg (6 x year)

3. Transitional Steering Group

4. Safeguarding Steering Group

5. Minute other regional meetings on request which support the work of Care development across the organisation Prepare paper work for the following meetings

1. Board Meetings

2. SMG

3. SDG

4. Worcestershire Child Death Overview Panel

5. Collation of data for monthly reports.

General tasks

1. Copy typing

2. Raising purchase orders and maintaining a system

3. Management of calendar

4. Collation and distribution of on-call rotas

5. Developing and maintaining data bases to support the DoC; a. Number of staff who have had safeguarding training

6. Co-ordinating meetings at the request of the DoC

7. Undertaking mail merges for acorns staff and families; a. For Family surveys b. Organisational letters to families

8. Drafting posters/ flyers liaising with the communication department

9. Updating the Care Display boards

10.Ensuring the PA office is tidy and orderly at all times

11.Support the Medical Director when the MD’s PA is not present.

12.Obtain information from Sure Care for specific reports being completed by the DoC.

January 2011 PERSON SPECIFICATION – MEDICAL SECRETARY

ESSENTIAL DESIRABLE Qualifications Good general level of education. Member of Institute of Legal Secretaries & PA’s Relevant secretarial/administrative qualifications eg RSA or NVQ Level 3 or equivalent Experience Proven track record as a PA for a senior manager Experience of work in a care environment or director. Experience working in healthcare Experience of typing up minutes and notes Experience of working with volunteers Experience of liaising with families Awareness of child protection issues Skills & Abilities Excellent knowledge of Microsoft office suite: Knowledge of Access or other databases. Word and Outlook to Advanced standard. First class keyboard typing skills. Ability to communicate with sensitivity with Excellent communication skills (written & oral) to families. enable liaison with a wide range of people. Ability to use initiative when dealing with correspondence with minimum instruction. Ability to set priorities and organise own workload. Support the Director of Care in managing their time. Ability to create and maintain robust administrative systems and databases. Ability to progress chase efficiently and effectively High levels of accuracy and attention to detail. Confidentiality and dealing with sensitive information. Good organisational skills. Ability to work to tight deadlines. Ability to work as part of a team. Personal Eye for detail and high standards Car owner/clean driving licence attributes Reliable and confidential Willingness to work outside normal working hours Extremely well organised with ability to multitask as necessary. Loyal Empathy for the work of the Charity. Flexible and self motivated Flexibility to attend external meetings/travel with Director of Care TERMS AND CONDITIONS OF EMPLOYMENT

POSITION: PA to Director of Care

REPORTING TO: Director of Care

LOCATION: Drakes Court

HOURS: 22.5 hours per week.

SALARY: £12,485 pro rata per annum (£20,808 FTE)

NOTICE PERIOD: 4 weeks rising in line with statutory provision

HOLIDAYS: 23 days per annum pro rata

PENSION: Contribution to Group Personal Pension Plan or NHS Pension Scheme

LIFE ASSURANCE: NHS Pension Scheme Life Assurance cover or Acorns Group Life Assurance Scheme.