Specialist Palliative Care Team Personal Assistant

Job overview

The post holder is responsible for the provision of an efficient personal assistant service to the divisional leadership team. He/she will be flexible in their approach to their needs and will be able to work with minimal supervision using their own initiative. The post holder must ensure that confidentiality is maintained at all times.

To provide administrative support to the Specialist Palliative and End of Life Care team, consultants and other clinicians to deliver high quality service to our patients and their loved ones. Supporting wards and other departments across the trust working with the end of life and palliative care service with administrative tasks to deliver high quality care.

To support the day to day administration needs of the team with printing, filing, answering calls and email enquiries, booking meetings and managing the diaries of the team.

To efficiently and accurately record data and turn this data into monthly, mid-year and annual reports.

Main duties of the job

• Manage all correspondence, typing reports, agendas, and minutes of meetings for the designated team.
• Arrange meetings for the team as necessary, managing room bookings and materials required.
• Receive post and deal with routine correspondence and undertake follow up action as directed by the Head of Nursing and Clinical Lead.
• To receive and respond to queries from external parties, patients and relatives, or other departments, escalating more complex queries to the relevant member of the team.
• General office administration duties such as photocopying and filing.
• To work with the wider team to support the development and introduction of new ways of working, quality improvement projects and training programmes.
• Maintain and update local databases, ensuring accurate data processing and recording of the clinical activity of the team.
• To provide a high quality administrative and clerical support to the nursing and medical staff. To be responsible for the management of patient information and to ensure accurate data quality.

Detailed job description and main responsibilities

• To manage incoming and outgoing mail, ensuring that urgent correspondence and messages are given priority.
• To organise and prepare meetings and agendas for Specialist Palliative Care Team meetings and support other meetings as requested by the clinical lead.
• To provide efficient and effective administrative support for the Specialist Palliative Care team, End of Life Steering group.
• To work both as part of a team and autonomously to manage/ prioritise own workload without direct supervision.
• To quickly establish and build relationships with all stakeholders to the role including those internal and external to the trust.
• Support the Education Lead with recording teaching facilitated by the team, book training rooms and using comms to advertise teaching sessions.
• Accurate collection and recording of data, ensuring any errors are clearly identified and corrected, including patient demographics. Ensure high levels of accuracy and maintained for Data Quality.