Executive PA and Clerk to the Board
Executive PA and Clerk to the Board
Primrose Hospice, St Godwalds Road, Bromsgrove
25 hours per week (to be worked as agreed)
Chief Executive Officer, Head of Resources, Head of Income Generation
Head of Resources
To provide administrative and PA support to the Primrose Executive Team as well as holding the post of Clerk to the Board of Trustees.
Contact with others
Chief Executive Officer, Head of Resources, Head of Income Generation, Trustees, Head of Care, Hospice Clinical Team, Hospice Administrative Teams, Family Support and Complementary Therapy Team, Chaplain, Fundraising and Finance teams, Volunteers team, Data Compliance Officer, Shop teams, HMP Hewell team, Volunteers, maintenance and facilities staff.
Area network of Hospice Chairs and CEO's, Hospice UK team, local politicians and members of the councils, families and patients, visitors and members of the public, contractors and service providers.
Main areas of responsibility
Provide secretarial, administration and PA support as needed to the Chief Executive Officer, the Head of Resources and the Head of Income Generation
Key Areas of Accountability Tasks
- Arrange meetings
- Organise diaries
- Produce letters, documents etc
- Manage electronic address books
- Assist with all HR and recruitment processes
- Assist with the gathering and dissemination of information and statistics
- Minute take at meetings - regular senior management meetings, policy and information governance (PIG) meetings, Finance and Income Gen meetings, retail forum, salary sub group and other ad hoc meetings as required
- Assist with filing, storage and archiving of information both electronic and hard copy
- Maintain training and personnel records and issuing reminders to staff when needed
- Respond to outside callers in person, on the phone or by email in an appropriate and sensitive manner
- Help set up meeting rooms for training and events
- Oversee or liaise with contractors where needed
- Support the CEO in her role as Chair of the Hospice UK West Midlands Forum
- Any other duties as required by the Exec team
Clerk to the Board of Trustees
- Attend Board meetings - 5.30pm - 8pm (latest) on the Monday of alternate months (Feb, April, June, Aug, Oct, Dec). Meeting are held at the Hospice
- Gather, prepare and circulate Board papers and agenda in conjunction with Chair, CEO and Managers
- Set up meeting room prior to meeting and clear away after
- Minute take at meetings, type up and circulate after
- Maintain and manage Trustee records
- Support Chair of Trustees as required
- Set up extra meetings as necessary and minute
- Circulate information to Trustees as required
- Be point of contact for Trustee queries
- Provide up to date Trustee information as required e.g. by auditors, Company Secretary etc.
- Provides general administrative support to the wider hospice team as required, including answering hospice telephone calls and taking messages.
- Assists with the organisation of events or meetings related to the team.
Decisions / Recommendations
- Able to make judgements involving straightforward or predictable facts or situations, and to identify situations where advice is needed.
- Able to prioritise work
Dimensions and limits of authority / influence
- The post-holder will work closely with the Exec team but will be able to work independently and take appropriate action based on established protocols
- The post holder will follow Hospice policies and procedures
- Absolute confidentiality is an essential part of this role
Allocation / checking of work
- The post holder is responsible for their own work and managing their own workload
- Work is managed rather than supervised
- Observes personal duty of care in relation to equipment and resources used in course of work
- The role involves computer work and exposure to a VDU throughout the hours worked
- There may be some moving and handling involved with setting up meeting rooms.
Working conditions / environment
- The working environment is set in an attractive semi-rural setting.
- There may be contact at times with individuals and families who are experiencing considerable emotional distress or members of the public who may be angry or frustrated
PERSON SPEC - Qualifications, skills and knowledge required
- Good general education to A'level standard (or equivalent), to include English and Maths grades A-C at GCSE
- Demonstrable office experience
- Experience of communication with the a wide range of stakeholders at all levels
- Experience of working in a multi-disciplinary team
Skills for role
- Excellent IT skills - Word, Excel, email, internet, Powerpoint, Publisher etc
- Must be able to manage a varied and demanding workload and prioritise, seeking advice where needed
- Excellent attention to detail and accuracy
- Must be able to stay calm under pressure
- Must be able to demonstrate absolute confidentiality
- Shorthand note taking and excellent typing skills
- Excellent listening and communication skills, face to face and on the telephone
- Ability to work flexibly and adapt to rapidly changing situations
- Good organisational skills and methodical approach to work
- Able to work independently and as part of a team
- A desire to show initiative and a ‘can do' flexible attitude
- Must be able to be flexible with work hours as needed. TOIL is given for extra time worked.
- Knowledge of a range of general administrative procedures and office tasks
- Knowledge of a range of software programmes
To undertake any other duty within your ability and within reason, as may be required from time to time, at the direction of your line manager.
The Hospice has the advantage of being supported by a number of volunteers. If a volunteer is assigned to assist you at any time, you will still retain responsibility for the requirements of this job in terms of accuracy, efficiency and standards of completion. You will also ensure good communication and be mindful of your responsibility towards that volunteer in terms of Health and Safety.
You should be aware of the confidential nature of the Hospice environment and your role. Any matters of a confidential nature, relating to patients, carers, relatives, staff or volunteers must not be divulged to any unauthorised person.
You should make yourself aware of the requirements of the Data Protection Act and follow local codes of practice to ensure appropriate action is taken to safeguard confidential information.
HEALTH AND SAFETY
You are required to take reasonable care for your own health and safety and that of others who may be affected by your acts or omissions and you should ensure that statutory regulations, policies, codes of practice and safety and good house-keeping rules are adhered to, attending safety and fire training as required.
This Job Description is not intended to be restrictive and should be taken as the current representation of the nature of the duties involved in your job and needs to be flexible to cope with the changing needs of the job and the Hospice.
It is expected that you will be committed to the core purpose of the Hospice and will act as an ambassador for the Hospice, actively promoting it throughout your role. It is also hoped that as the Hospice is heavily reliant on charitable donations you will support promotional activities where possible showing support to your colleagues in the spirit of team working.