Governance, Facilities and Executive Administrator in King's Lynn

Hours - 30 - 37.5 hours per week (Monday to Friday)

Holiday - 25 days (increasing to 27 after 5 years and 31 after 9 years FTE) plus 8 bank holidays

We believe in living life to the end and bringing joy to patients' lives. We work with everyone as an individual, supporting them on each step of their journey through our outpatient unit, our inpatient unit, and in their own homes to live a good life and achieve a good death, in their place of choice. We also work with families along the way and offer bereavement support. We are a charity and the only independent Hospice in this part of the UK, which enables us to deliver the most compassionate, dynamic and proactive end-of-life care. As such we are a centre of clinical excellence in the region and further afield, recognised at the forefront of education in palliative care for over 40 years.

Main duties of the job:

• The Governance, Facilities and Executive Administrator will provide comprehensive administrative support to the Governance and Executive Assistant, the Facilities Team and Kitchen Team.
• The role will ensure smooth day-to-day operation and coordination of clinical and organisational governance.

About us:

We have an amazing multi-disciplinary team who all work together ensuring that the patient is central to everything we do. Our Vision is … That every person living with or affected by a life limiting condition will be offered choice and access to excellent end-of-life and bereavement care.

Our Values are: COMPASSION, ACCESSIBILITY, RESPECT, EXCELLENCE, SPARK.

The Hospice stands in beautiful well-maintained grounds. Our building is modern and light with each bedroom having a garden view. We offer free parking and an amazing onsite cafe.

Job responsibilities:

• Provide administrative support to the Governance and Executive Assistant.
• Attend, prepare agenda, take comprehensive minutes and circulate for meetings relating to: Senior Leadership, Clinical Strategy Group and Information Governance Committee.
• Ensure that minutes of meetings and associated action plans are circulated in a timely manner (within 2 weeks) unless special exemption granted.
• Provide reports for clinical meetings (Clinical Quality Group, Infection Control Committee) (Risks, Incidents, Policies, Audits, Patient/Family feedback).
• Provide support to the Governance and Executive Assistant to oversee the annual governance frameworks and monthly requirements including: Risks, Incidents, Policies and Audits.
• Support the Governance and Executive Assistant in working with colleagues to ensure the timely formatting of the Quarterly Dashboards.
• Support the Governance and Executive Assistant in projects to improve clinical and organisational governance.
• To ensure timely reviews, updates and archiving of care leaflets by collaborative working with marketing and the database.
• Be competent on the current Hospice IT systems: the Hospice file system and electronic data storage systems including Word, BlueStream, Excel, Vantage, SMI, TEAMs and PowerPoint.
• Provide general administration support to the Facilities Team and Kitchen Team.

General:

• To uphold the Hospice's vision and values at all times.
• Carry out all duties in accordance with the Hospice's policies and procedures including but not limited to health & safety, code of behaviour, confidentiality and equality, diversity & inclusion.
• Promote awareness of the Hospice, its services and its strategy.
• Work collaboratively and respectfully with all staff, volunteers and supporters of the Hospice.
• Promote and support the safeguarding of vulnerable adults, young people and children, observing and adhering to the Hospice's policies on safeguarding.
• Demonstrate a commitment to ongoing learning and development and to participate in any training relevant to the role.

Information Security, Confidentiality, and Records Management:

The role requires adherence to organisational policies concerning information security, data privacy, and confidentiality. The employee is responsible for safeguarding sensitive information, ensuring secure handling and storage of records, and maintaining compliance with applicable data protection regulations. This includes actively participating in Information Governance training, reporting potential security incidents, and managing records in accordance with Tapping House's Retention Archiving and Destruction of All Hospice Records Policy.

This post is subject to the Rehabilitation of Offenders Act 1974 (Exemptions) Order 1975, and such will be necessary for a submission for disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions. This job description is not intended to be exhaustive and will be reviewed periodically to ensure that the needs of the service are being met.

Person Specification:

• Qualifications: Educated to GCSE or equivalent (A-C/7+ - 4), Excellent Microsoft Office knowledge.
• Personal Qualities: Proactive and flexible, Team player, Adaptable to change.
• Experience: Meeting administration and minute taking experience, Excellent written and verbal communication skills, Ability to communicate effectively at all levels, Experience of dealing with confidential and sensitive information, Ability to manage own workload and priorities, Ability to work under pressure and to time scales, Demonstrate a high level of attention to detail, Experience of working with volunteers or experience of being a volunteer, Experience of working in a healthcare setting.