Job summary 37.5 hrs Full time (hours negotiable for the right candidate) Salary range £24,071- £25,674 Are you an experienced PA looking for a new career challenge? Do you want to work in a caring and supportive environment with people who strive to make a real difference? Working within a small team of administration staff, the post holder will be responsible for the provision of an effective administrative and support service to the Chief Executive.This will involve support to the Board of Trustees in respect of the preparation of meeting papers and minute taking.The role will also provide lead co-ordination support to the reception volunteer team within the Hospice, acting as a point of contact for them, liaising and escalating matters to appropriate colleagues. As the Hospice is a small organisation there will be a requirement to work flexibly and support other administrative and project work as delegated by and Chief Executive.The role would suit someone with previous PA experience of working in a busy office environment and dealing with a wide range of competing priorities together with strong skills in minute taking and committee work.Lindsey Lodge provides specialist palliative care to patients with life-limiting conditions and support their family and carers during illness and into the bereavement period. We aim to be a responsive and innovative organisation and become the centre of excellence. Closing Date 17/11/2024 Interviews to be held 25/11/2024 Main duties of the job Working within a small team of administration staff, the post holder will have a key focus on support to provide an effective administrative and support service for the Chief Executive. This will involve support to the Board of Trustees in terms of preparation of meeting papers and minute taking.A degree of flexible working is required at times as some Board and subcommittee meetings are held at varying times of the week. There will also be a requirement to support the Director of Clinical Services with key admin tasks and diary management. In addition, there may be occasions where it is necessary to support other administrative work and project work. About us We aspire to be a responsive and innovative organisation and become a centre of excellence with our service users at the heart of all we do. Lindsey Lodge Hospice & Healthcare provides specialist palliative care to patients with life limiting conditions and supports their family and carers during illness and into the bereavement period. We aim to further develop the highest quality of care in North Lincolnshire, meet individual needs and facilitate choice. Date posted 01 November 2024 Pay scheme Other Salary £24,071 to £25,674 a year Contract Permanent Working pattern Full-time Reference number B0226-24-0010 Job locations Burringham Road Scunthorpe North Lincolnshire DN17 2AA Job description Job responsibilities The provision of a high quality personal administrative and secretarial service to the Chief Executive, ensuring appropriate support in a timely and effective manner. To co-ordinate the Chief Executives diary and facilitate effective time management to fulfil the needs of the service. To deal with incoming mail effectively including the writing of responses and making of telephone calls ensuring that enquiries are professionally dealt with and the Chief Executive is kept informed. To field incoming telephone calls to the Chief Executive including dealing with basic enquiries and diverting callers appropriately. To arrange appointments and meetings, both internal and external, for the Chief Executive and Director of Clinical Services. To host visitors for the Chief Executive and Senior Leadership team ensuring that all visitors receive excellent hospitality and support. To organise Trustee, Leadership Team or other events as required by the Chief Executive e.g. away days, social events and conferences. To book external training for staff, including travel and accommodation as appropriate. To lead on the production and distribution of papers and minutes for Trustee based meetings, senior leaders meetings and other meetings as required by the Chief Executive to ensure that all meetings are productive and that members receive details promptly. To research information regarding various subjects using various research tools to ensure that the Chief Executive is appropriately informed. To work collaboratively with all other staff working in administration in a spirit of collective responsibility ensuring that all administrative work is handled efficiently. To carry out tasks on behalf of the Chief Executive external to Lindsey Lodge Hospice & Healthcare including delivery and collection of documents, to ensure that the Chief Executive is able to carry out their work effectively and efficiently. To support audit processes and produce statistics as required. To monitor and record annual leave for the senior management team and record to Chief Executive diary. To support other members of the senior management team with key administrative tasks as required. To support with general administrative duties that will vary particularly as projects and schemes of specific work are undertaken. To support the volunteer reception admin team in order there is 7 day volunteer cover and that they have a point of contact and escalation. To work in accordance with Lindsey Lodge Hospice & Healthcare philosophy, recognised professional guidelines and commitment to equality of opportunity and collective responsibility. The above is indicative of the role and may change from time to time in consultation with the post-holder, in line with the changing needs of the organisation. A degree of flexible working is required at times as some Board and subcommittee meetings are held at varying times of the week. Job description Job responsibilities The provision of a high quality personal administrative and secretarial service to the Chief Executive, ensuring appropriate support in a timely and effective manner. To co-ordinate the Chief Executives diary and facilitate effective time management to fulfil the needs of the service. To deal with incoming mail effectively including the writing of responses and making of telephone calls ensuring that enquiries are professionally dealt with and the Chief Executive is kept informed. To field incoming telephone calls to the Chief Executive including dealing with basic enquiries and diverting callers appropriately. To arrange appointments and meetings, both internal and external, for the Chief Executive and Director of Clinical Services. To host visitors for the Chief Executive and Senior Leadership team ensuring that all visitors receive excellent hospitality and support. To organise Trustee, Leadership Team or other events as required by the Chief Executive e.g. away days, social events and conferences. To book external training for staff, including travel and accommodation as appropriate. To lead on the production and distribution of papers and minutes for Trustee based meetings, senior leaders meetings and other meetings as required by the Chief Executive to ensure that all meetings are productive and that members receive details promptly. To research information regarding various subjects using various research tools to ensure that the Chief Executive is appropriately informed. To work collaboratively with all other staff working in administration in a spirit of collective responsibility ensuring that all administrative work is handled efficiently. To carry out tasks on behalf of the Chief Executive external to Lindsey Lodge Hospice & Healthcare including delivery and collection of documents, to ensure that the Chief Executive is able to carry out their work effectively and efficiently. To support audit processes and produce statistics as required. To monitor and record annual leave for the senior management team and record to Chief Executive diary. To support other members of the senior management team with key administrative tasks as required. To support with general administrative duties that will vary particularly as projects and schemes of specific work are undertaken. To support the volunteer reception admin team in order there is 7 day volunteer cover and that they have a point of contact and escalation. To work in accordance with Lindsey Lodge Hospice & Healthcare philosophy, recognised professional guidelines and commitment to equality of opportunity and collective responsibility. The above is indicative of the role and may change from time to time in consultation with the post-holder, in line with the changing needs of the organisation. A degree of flexible working is required at times as some Board and subcommittee meetings are held at varying times of the week. Person Specification Experience Essential Experience of using Word, Excel, and Outlook Use of the internet to access resources and information At least 2 years experience of working in a busy office environment dealing with both routine and non-routine activities and problem solving. Desirable Experience of using Microsoft Office to include teams and zoom applications Experience of supporting formal committees Experience of working in the NHS or health-related field Experience of providing admin support at a senior level Qualifications Essential Vocational level 3 or equivalent Desirable Educated to diploma level or equivalent Essential attributes Essential Warm and friendly telephone manner Ability to work to a high degree of accuracy and attention to detail Full understanding of and strong commitment to confidentiality and data protection Ability and willingness to work flexibly, sometimes outside of normal office hours Approachable Flexible and able to deal with a variety of different changes Self-motivated Able to use own initiative appropriately Able to provide effective and non-intrusive hosting The ability to work with people in a range of status and roles Understanding and commitment to equal opportunities Knowledge Skills Essential Advanced IT skills, particularly in the use of Word and Excel Strong communication and interpersonal skills Good skills in writing letters and minutes to a high standard and appropriate to the audience Collaborative and team working skills Organisational skills and understanding of effective forward planning Ability to multi task, deal with a number of variables at the same time and flexible task management Able to manage the delivery of projects to ensure completion in a satisfactory and timely fashion (some may be medium-long term) Able to work effectively under variable pressure Ability to use own initiative and work independently and proactive within agreed guidelines and protocols Co-operate effectively with existing PA to develop a seamless work process Desirable Knowledge of systems, e.g. Workforce systems, risk management systems. Person Specification Experience Essential Experience of using Word, Excel, and Outlook Use of the internet to access resources and information At least 2 years experience of working in a busy office environment dealing with both routine and non-routine activities and problem solving. Desirable Experience of using Microsoft Office to include teams and zoom applications Experience of supporting formal committees Experience of working in the NHS or health-related field Experience of providing admin support at a senior level Qualifications Essential Vocational level 3 or equivalent Desirable Educated to diploma level or equivalent Essential attributes Essential Warm and friendly telephone manner Ability to work to a high degree of accuracy and attention to detail Full understanding of and strong commitment to confidentiality and data protection Ability and willingness to work flexibly, sometimes outside of normal office hours Approachable Flexible and able to deal with a variety of different changes Self-motivated Able to use own initiative appropriately Able to provide effective and non-intrusive hosting The ability to work with people in a range of status and roles Understanding and commitment to equal opportunities Knowledge Skills Essential Advanced IT skills, particularly in the use of Word and Excel Strong communication and interpersonal skills Good skills in writing letters and minutes to a high standard and appropriate to the audience Collaborative and team working skills Organisational skills and understanding of effective forward planning Ability to multi task, deal with a number of variables at the same time and flexible task management Able to manage the delivery of projects to ensure completion in a satisfactory and timely fashion (some may be medium-long term) Able to work effectively under variable pressure Ability to use own initiative and work independently and proactive within agreed guidelines and protocols Co-operate effectively with existing PA to develop a seamless work process Desirable Knowledge of systems, e.g. Workforce systems, risk management systems. Employer details Employer name Lindsey Lodge Address Burringham Road Scunthorpe North Lincolnshire DN17 2AA Employer's website https://www.lindseylodgehospice.org.uk/ (Opens in a new tab)