PA TEMP to PERM ROLE

Our client is charity run Hospice looking for a PA to the Area Nurse Manager and Nursing Team Managers, who will assist them by providing secretarial and administrative support

Main duties and responsibilities

• To deal effectively and courteously with all enquiries to the office using own initiative and
discretion and pass on information to the Hospice Manager & SMT as required. To deal tactfully
with routine and ad hoc situations in a sensitive and competent manner.
• Organising the work, including diary management, for the Hospice Manager & SMT. Ensuring
that files and papers are available and up to date.
• To provide secretarial support to SMT (including Clinical Governance workstream) by producing
correspondence (including mail merges), reports, minutes and similar from audiotapes, standard
documents and other sources.
• To undertake general duties (photocopying, filing, opening and distributing post, set up
projectors and lap tops, order stationary, check hospice inbox) in a timely fashion.
• To establish and maintain systems to ensure the efficient management of information held in
database, computer and manual filing systems.
• Arrange internal and external meetings on behalf of the SMT using a matrix approach where
required, with catering booked as appropriate and the lap top/projector set up if needed
• To organise all travel arrangements and accommodation for the Hospice Manager & SMT as
required.
• To perform duties as a Health & Safety officer
• To provide administrative support to the other members of the SMT meeting regularly with them
to identify admin. support needs
• To oversee the data input arrangements for invoices and Sentinel. Ensure invoices are processed promptly and with the correct coding, resolving invoicing queries and providing additional support to other administrators when required.
• Produce KEM/Sentinel and others database reports as required.
• To provide an efficient internal ‘HR’ service, logging all annual leave and sickness absence on
KEM. Update SMT line managers on annual leave taken on a twice yearly basis. Complete the
required paperwork for leavers and new starters. To check professional pin numbers every
month
• To support Human Resources in the recruitment process ensuring it is carried out in line with
recruitment policy
• To provide reception cover and cover for other members of the admin team as required. Check
hospice inbox daily and action as appropriate.
• To be the hospice lead for updating the hospice website and to ensure the hospice inbox is
regularly checked.