Job summary Have you got what it takes? Are you self-motivated, experienced, passionate and innovative in providing PA support? Are you able to provide an effective administrative and secretarial demonstrating effective communication skills, a flexible approach and an ability to work under pressure, both as part of a team and independently? Are you passionate about the hospice sector and motivated to support clinical leaders to lead and deliver outstanding specialist palliative care? Most importantly, you must be wholeheartedly committed to and motived by the purpose and values of St Anns Hospice. This is an exciting time to join an ambitious, much loved charity and help us achieve our goals. If you're looking for a new challenge and the opportunity to make a difference, we would love to hear from you. We reserve the right to close and interview prior to the dates outlined below. Main duties of the job Are you self-motivated, experienced, passionate and innovative in providing PA support? Are you able to provide an effective administrative and secretarial demonstrating effective communication skills, a flexible approach and an ability to work under pressure, both as part of a team and independently? Are you passionate about the hospice sector and motivated to support clinical leaders to lead and deliver outstanding specialist palliative care? Most importantly, you must be wholeheartedly committed to and motived by the purpose and values of St Ann's Hospice. About us At St Ann's, there's one thing that motivates us, and that's providing excellent care and support to those living with or affected by life-limiting illnesses. Were continuously developing our plans for delivering outstanding person-centered care that is innovative and evidence- based and to ensure St Ann's is in the best shape possible for future generations. Contract:This is a fixed-term position due to increased demands on clinical leaders, driven in part by the transition to the new build. Salary: Band 4, Competency Based Framework, £26,541-£29,114 pro rata. Working Pattern: 37.5 hours per week Based at: Heald Green with some cross site working at Little Hulton required. Free Car Parking at both St Ann's Hospice sites. The successful candidate will be subject to an Enhanced DBS Check, the cost of which is covered by the hospice. Any post holder within the organisation will be expected to undertake safeguarding training appropriate to their role and adhere to safeguarding policies and procedures. All staff must work in accordance with their statutory roles and responsibilities in relation to safeguarding in accordance with the Working Together to Safeguarding Children 2023, The Care Act 2014, and Prevent Duty 2015. Applicants must be authorised to work in the UK. We are not able to offer sponsorship at this time. We reserve the right to close and interview prior to the dates outlined below. Closing Date: 8th April 2025 Interview Date: 16th April 2025 Date posted 25 March 2025 Pay scheme Other Salary £26,541 to £29,114 a year Competency Based Pay Framework Contract Fixed term Duration 12 months Working pattern Full-time Reference number B0256-25-0011 Job locations St. Anns Hospice St. Anns Road North Heald Green Cheadle Cheshire SK8 3SZ St. Anns Hospice Peel Lane Worsley Manchester M28 0FE Job description Job responsibilities The PA to Clinical Leaders will: Provide a comprehensive secretarial/administrative service to Clinical Leaders, including the production of own routine correspondence, ensuring that the hospice deadlines and standards are always met. Arrange internal/external meetings as required, circulation of agendas, room booking, catering, taking minutes, ensuring accurate transcription and timely distribution, including following up actions. This will include work related to patient safety and clinical contract review meetings. Minute/transcribe confidential People (HR) meetings as required by Clinical Leaders Support with scheduling of 1:1, PDR and PDR review meetings, adjusting as needed to ensure suitable time for both parties. Maintain a brought forward system for the clinical leaders to ensure responses are provided/actions are taken within agreed deadlines. Support with the drafting of letters to respond to clinical complaints liaising with internal staff as required. Support team leaders with the co-ordination of clinical volunteers. Maintain an up-to-date awareness of all relevant policies and procedures. Support with practical arrangements/ bookings for attendance at external meetings or training events. Support with co-ordination and administration of specific projects relating to clinical services e.g. Move to new build. Support clinical leaders with the review/formatting of clinical policies to ensure organisational deadlines are met. Support clinical leaders with recruitment activities e.g. booking rooms for interviews, updating role profiles. Be able to support diary management maintenance of electronic diaries for Clinical Leaders, ensuring accuracy and effective and timely communication at all times. Act as a point of contact for clinical enquiries, screening calls, liaising with internal and external contacts in a professional manner, ensuring that complex and confidential/sensitive information is communicated to the appropriate person in a timely manner and to a high standard at all times. Be an active member of the clinical leadership team and work co-operatively with colleagues to support all clinical leaders to achieve organisational and clinical objectives. Support the processing of incoming and outgoing mail to Head and Deputy Head of Clinical Services, including prioritising, sorting and, in the absence of the clinical leader, taking appropriate action. Conduct research on the intranet/internet as required by line manager. Support effective maintenance of the contracts register in clinical services. The duties outlined above are not intended to be restrictive, and the post holder may be required to undertake additional duties as necessary. Job description Job responsibilities The PA to Clinical Leaders will: Provide a comprehensive secretarial/administrative service to Clinical Leaders, including the production of own routine correspondence, ensuring that the hospice deadlines and standards are always met. Arrange internal/external meetings as required, circulation of agendas, room booking, catering, taking minutes, ensuring accurate transcription and timely distribution, including following up actions. This will include work related to patient safety and clinical contract review meetings. Minute/transcribe confidential People (HR) meetings as required by Clinical Leaders Support with scheduling of 1:1, PDR and PDR review meetings, adjusting as needed to ensure suitable time for both parties. Maintain a brought forward system for the clinical leaders to ensure responses are provided/actions are taken within agreed deadlines. Support with the drafting of letters to respond to clinical complaints liaising with internal staff as required. Support team leaders with the co-ordination of clinical volunteers. Maintain an up-to-date awareness of all relevant policies and procedures. Support with practical arrangements/ bookings for attendance at external meetings or training events. Support with co-ordination and administration of specific projects relating to clinical services e.g. Move to new build. Support clinical leaders with the review/formatting of clinical policies to ensure organisational deadlines are met. Support clinical leaders with recruitment activities e.g. booking rooms for interviews, updating role profiles. Be able to support diary management maintenance of electronic diaries for Clinical Leaders, ensuring accuracy and effective and timely communication at all times. Act as a point of contact for clinical enquiries, screening calls, liaising with internal and external contacts in a professional manner, ensuring that complex and confidential/sensitive information is communicated to the appropriate person in a timely manner and to a high standard at all times. Be an active member of the clinical leadership team and work co-operatively with colleagues to support all clinical leaders to achieve organisational and clinical objectives. Support the processing of incoming and outgoing mail to Head and Deputy Head of Clinical Services, including prioritising, sorting and, in the absence of the clinical leader, taking appropriate action. Conduct research on the intranet/internet as required by line manager. Support effective maintenance of the contracts register in clinical services. The duties outlined above are not intended to be restrictive, and the post holder may be required to undertake additional duties as necessary. Person Specification Experience Essential Extensive PA/Administrative experience with a high level of competence acquired through both training and experience. Excellent Microsoft Office skills, including Outlook, Word, Excel, PowerPoint. Establish and maintain excellent communication systems, written and verbal, liaising with internal and external stakeholders as required. Recognise and respond appropriately to urgent and emergency situations in a professional and efficient manner. Take an active part in their own learning and development in conjunction with their manager including the Performance and development Review process. Evaluate own work when required and make constructive suggestions as to how systems can be improved. Contribute to the effective and efficient use of resources. Manage and minute large and complex meetings to a high standard. Input, amend, delete and modify data and information accurately in line with legislation, hospice policies and procedures. Assure the quality of data during modification, structuring and presentation. On a regular basis ensure relevant information is archived or destroyed, in accordance with hospice policy and information governance requirements. Able to act with tact, diplomacy and confidentiality at all times Always maintain data protection regarding all personal information and hospice activity, operating within GDPR requirements. Be personally accountable for actions and omissions in area of work and be able to justify decisions. Contribute towards service improvement initiatives to enhance quality of secretarial and administrative support both internally and externally. Organise and manage own workload, prioritising tasks appropriately, in a manner that ensures quality and reduces risk. Set agendas and manage papers for complex, large, multi-stakeholder meetings. Collate, structure and present data/information as requested using agreed systems and formats. Maintain integrity of data information consistent with legislation, hospice policies and procedures. Manage pressures inherent in the job a varied workload means that the post holder has to be able to manage many diverse jobs at one time. Promote a culture which respects and recognises diversity. Qualifications Essential Appropriate Secretarial qualifications e.g. RSA Stage 3 or equivalent. Desirable Have RSA shorthand 80/100 WPM or equivalent. Person Specification Experience Essential Extensive PA/Administrative experience with a high level of competence acquired through both training and experience. Excellent Microsoft Office skills, including Outlook, Word, Excel, PowerPoint. Establish and maintain excellent communication systems, written and verbal, liaising with internal and external stakeholders as required. Recognise and respond appropriately to urgent and emergency situations in a professional and efficient manner. Take an active part in their own learning and development in conjunction with their manager including the Performance and development Review process. Evaluate own work when required and make constructive suggestions as to how systems can be improved. Contribute to the effective and efficient use of resources. Manage and minute large and complex meetings to a high standard. Input, amend, delete and modify data and information accurately in line with legislation, hospice policies and procedures. Assure the quality of data during modification, structuring and presentation. On a regular basis ensure relevant information is archived or destroyed, in accordance with hospice policy and information governance requirements. Able to act with tact, diplomacy and confidentiality at all times Always maintain data protection regarding all personal information and hospice activity, operating within GDPR requirements. Be personally accountable for actions and omissions in area of work and be able to justify decisions. Contribute towards service improvement initiatives to enhance quality of secretarial and administrative support both internally and externally. Organise and manage own workload, prioritising tasks appropriately, in a manner that ensures quality and reduces risk. Set agendas and manage papers for complex, large, multi-stakeholder meetings. Collate, structure and present data/information as requested using agreed systems and formats. Maintain integrity of data information consistent with legislation, hospice policies and procedures. Manage pressures inherent in the job a varied workload means that the post holder has to be able to manage many diverse jobs at one time. Promote a culture which respects and recognises diversity. Qualifications Essential Appropriate Secretarial qualifications e.g. RSA Stage 3 or equivalent. Desirable Have RSA shorthand 80/100 WPM or equivalent. 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 Ann’s Hospice Address St. Anns Hospice St. Anns Road North Heald Green Cheadle Cheshire SK8 3SZ Employer's website https://www.sah.org.uk/ (Opens in a new tab)