Administrator to The Senior Management Team - East Kilbride, United Kingdom - Kilbryde Hospice

Description

KILBRYDE HOSPICE JOB DESCRIPTION

Job Title Administrator to Senior Management Team


Salary/Hrs £21,500


Department Administration


Reports to Corporate Services Manager


PURPOSE OF ROLE

As a member of Kilbryde Hospice staff, the post holder will be an experienced Administrator who will support the running of the senior team's administration by providing high-quality administrative and clerical assistance.

The post holder will be familiar with office management technologies and be able to identify and address the needs of the Senior Management Team.

To be successful in this role, you should be proactive, meet deadlines and communicate effectively


ENVIRONMENT
Kilbryde Hospice provides specialist palliative care services to the people of South Lanarkshire. It is a specialist resource for those individuals receiving palliative care who have particularly complex needs.

The Hospice strives to meet the physical, emotional, social and spiritual needs of patients and carers, offering support in coping with the practical implications of life-limiting illnesses.

Staff are required to provide the highest standard of patient-centred care possible, while promoting choice, dignity, self-esteem, and an enhanced quality of life.

The Hospice is a Company Limited by guarantee, and a registered charity, and is required by separate and differing legislation to meet finance, governance and regulatory requirements.

KEY ACCOUNTABILITIES
Enhance the senior team's effectiveness by providing information and management support; representing that team to others.

• Produce information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics all activities associated with planning, organising and coordinating meetings to support the Senior Management Team (SMT) and Governance Committees.
• Conserve SMT time by drafting letters and documents; collecting and analysing information & producing reports.
• Manage a variety of aspects of communication from the Executive team including briefing documents, business updates and announcements.
• Maintain SMT & Governance Committees appointment schedule by planning the effective delivery, both physical and virtual, of Kilbryde Hospice Board and Senior Team Meetings along with a suite of seven clinical and nonclinical governance committees.
• Welcome guests and customers by greeting them, in person or on the telephone; answering or directing inquiries duties associated with support of Reception when required.
• Maintain colleague and SMT confidence and protect operations by keeping information confidential working in a hub exposes the role holder to confidential information. Adherence to our Confidentiality Policy is of paramount importance.
• Provide historical reference by developing and utilising filing and retrieval systems; recording meeting discussions attendance at Board, SMT and Governance meetings to facilitate the meetings and accurately record minute/actions points.
• Coordination and updating company files, policies and procedures which support the hospices continued development of standards and compliance.
• When required, general administration support to other functions and areas of the Hospice.

Essential Criteria

• Proven work experience as a proficient Administrator or similar role
• Excellent communication skills both written and verbal
• Robust working practice with online calendars and cloudbased IT systems. Ability to effectively organise & prioritise workload
• Ability to exercise discretion and confidentiality with sensitive company information
• Enthusiastic and approachable
• Ability to demonstrate presence of mind when working under pressure
• Capable of handling multiple tasks and working to deadlines, ensuring that quality is never compromised

Desirable Criteria

• HNC Administration or equivalent qualification / experience.

GENERAL RESPONSIBILITIES OF ALL EMPLOYEES

• Have a good understanding and comply with relevant Kilbryde Hospice Policies and Procedures at all times.
• Kilbryde Hospice is committed to encouraging volunteering throughout the organisation and as such the post holder will be expected to support and work effectively with volunteers.
• All staff are required to comply with the obligation of confidentiality relating to personal information that could identify individuals. GDPR safeguards the handling of information held in both electronic and manual filing systems and it is the duty of all staff employed by Kilbryde Hospice to uphold the principles of the legislation.
• All employees of Kilbryde Hospice must be aware of infection prevention and control policies and are expected to follow them at all times. Any breach of infection control policies which places patients, visitors or colleagues at risk may result in further action.
• The post holder is required to familiarise him/herself with and comply with the Kilbryde Hospice He