Do you have excellent administrative and communication skills? Would you like a job where you could make a real difference?
St Elizabeth Hospice improves life for people in East Suffolk living with a progressive or life-limiting illness. Our work is centred on an individual's needs, which means specialist support, whenever and wherever it is needed, whether at home, in the community or at the hospice. Through medicine and therapy, we ease pain; we give life purpose and make life liveable.
Main duties of the job
We are looking to recruit an excellent candidate to provide professional and confidential support to the Medical Team at St Elizabeth Hospice, both Ipswich and Great Yarmouth and Waveney, working with the Executive Assistant to the CEO to provide support to the Senior Leadership Team/Board as required.
The role will involve covering Ipswich and East Suffolk as well as Great Yarmouth and Waveney, working 4 days per week at the Foxhall Road Hospice site and working in Beccles hospital one day per week supporting the hospice medical team that is located there.
Salary: £24,331.00 to £25,683.00, depending on experience
Interview date: 13 February 2025
About us
Our most recent Care Quality Commission report rated the hospice as Outstanding.
In addition to being part of a wonderful local charity, the hospice offers a generous benefit package, including:
* 27 days annual leave entitlement
* Pension scheme (NHS pension transferable)
* Life Cover
* Cycle to Work Scheme
* Car Leasing Scheme
* Health Service Discounts
* Occupational Sick Pay
* Subsidised refreshments
* Blue Light Card
* Employee Assistance Programme
St Elizabeth Hospice is committed to safeguarding and protecting the adults and young people that we work with and has a zero tolerance approach to abuse, neglect and discrimination of any person. As such, all posts are subject to a rigorous safer recruitment process, including the disclosure of criminal records and vetting checks. We have a range of robust safeguarding policies in place which promote safeguarding across the hospice and staff are expected to undertake regular, mandatory safeguarding training to equip them with the knowledge and skills to identify and respond to potential risks.
Job responsibilities
JOB SUMMARY
To provide professional, confidential and effective support to the medical team at St Elizabeth, both Ipswich and East Suffolk, and Great Yarmouth and Waveney, working with the Executive Assistant to the CEO to provide support to other Senior Leadership Team and Board as required.
SAFEGUARDING RESPONSIBILITIES
* Demonstrate a commitment to keeping adults and young people safe.
* Report any disclosure made to you to the appropriate person.
* Report any safeguarding concerns in the workplace to the appropriate person.
* Maintain an awareness of the Hospices policies in relation to safeguarding.
RESPONSIBILITIES
* Provide direct support to the Medical Director and the Medical team including active diary management, organising both face to face and virtual meetings, proactively planning ahead.
* Provide all of the administrative support to the medical team directly.
* Be the first point of contact for Medical teams office, including for patient enquiries as required.
* Liaise and communicate effectively, confidently and professionally with internal/external contacts, working collaboratively with others.
* Maintain, monitor and manage the Medical team admin inbox.
* Assist the Executive Assistant to the CEO, providing cover during annual leave and support for Board/Sub-committee and other meetings as required.
* Organise and distribute weekly rotas, on call rotas, arranging swaps/locums for planned/unplanned absences, updating the HR system as required.
* Ensure that the HR system and any other relevant systems are well maintained and up to date and accurate for the medical team.
* Handle confidential information appropriately and ensure the Medical Director is briefed on any emerging issues or concerns.
* Produce documents including reports and letters to a high standard, for commissioners as well as boards and external agencies.
* Organise teaching and team governance meetings, booking meeting rooms, sending out calendar invitations, assisting with the preparation of materials, collating agendas, minute-taking and maintaining action logs.
* Support the Medical Team with their Educational Supervisor and Clinical Supervisor responsibilities.
* Coordinate arrangements, on-boarding, Induction plans and scrubs for medical student placements, GP trainees and work experience placements.
* Support Medical Team with investigating and writing up of complaints and incidents as requested.
* Liaise with Purchasing and procurement as directed when equipment is needed.
* Support the Research lead with compiling the hospices Research log and related matters.
Person Specification
Personal Qualities
* Confidence and maturity.
* Professional, resourceful, sensitive, caring and diplomatic approach.
* Resilient can-do attitude with the ability to work under pressure.
* Flexible may include occasional evening meetings.
* Team player.
* Trustworthy and honest with a high degree of integrity.
Experience
* Experience of working in a busy administrative role working with minimum supervision and conflicting priorities.
* Experience of working within a secure and confidential environment.
* Experience of working within a healthcare setting.
* Experience of working with a range of people in different roles and at different levels of seniority.
Specific Skills
* Excellent written, verbal, interpersonal and social skills.
* Advanced IT skills including Word, Excel, Outlook, custom databases, MS Teams / Zoom.
* Excellent organisational skills with ability to manage and prioritise own workload.
* Able to work accurately with excellent attention to detail.
Qualifications
* Educated to GCSE level or equivalent.
* NVQ Business Admin level 3 or above relevant.
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.
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