Executive Pa to CEO and Board of Trustees

**Job Title**

**Executive PA to CEO and Board of Trustees**

Circa £25,000 per annum pro-rata

**Location**

Lewis-Manning Hospice Care

56 Longfleet Road Poole

**Reporting to**

CEO - Lewis-Manning Hospice Care

**Job Context**

Lewis-Manning Hospice Care provides exceptional palliative care to local people living with cancer and other life-limiting illnesses and their carers across East Dorset and Purbeck.

The Hospice is now embarking on a new strategy for the future which includes exciting plans to deliver our hospice services closer to patients’ homes both in person and virtually.

The post holder will play a key role in supporting the CEO and Board of Trustees in making these plans become a reality.

**Job Purpose**

To provide comprehensive secretarial and administrative support to the Chief Executive and the Board of Trustees.

**Key Responsibilities**:

- The post holder is responsible for the day to day organisation and deliver of their own varied work, providing professional, comprehensive and confidential administrative support to the Board of Trustees, Chief Executive and on occasion the Executive team including production of correspondence, reports and building positive internal and external relationships.

Duties and Responsibilities:

- Provide a comprehensive and confidential secretarial and administration service for the Chief Executive including managing diaries, organising meetings and appointments.
- Acting as a first point of contact: dealing with CEOs correspondence and phone calls.
- Production of correspondence and reports.
- Undertaking research & proof reading.
- Maintenance of filing, development of efficient systems and processes.
- Undertaking liaison internally and externally.
- Booking and arranging travel, transport and accommodation.
- Ensuring that all papers for Board and Subcommittee meetings are prepared and circulated on time.
- Provide some support for the Executive team.
- Maintain strict confidentiality in relation to the work undertaken and ensure that all confidential material is stored according to policies and procedures.
- Oversee Trustee recruitment and induction process liaising with the Chairman and CEO as required.
- Assisting with HR support, as required.
- Keep complaints, compliments and concerns log up to date and be the first point of contact for these, before passing them onto the manager to action. Provide reports to Director of Operations & Finance and CEO as and when needed.
- Act as a point of contact, taking action (where appropriate) whilst maintaining strictest confidence at all times.
- Liaise with Trustees and all levels of staff within the charity and to maintain effective and co-operative working relationships with all staff and volunteers.
- Organise/arrange meetings and events as requested, including set up of room and equipment, ordering refreshments and liaising with any external companies.
- Prepare and distribute agendas and papers for meetings in line the Chairman of the Board, Sub-Committees and other meetings, as required.
- Take the minutes/actions at Board, Subcommittees and other meetings, as and when required. Prepare and distribute minutes accordingly.
- Liaise with external contacts to arrange meetings and obtain information/research as required.
- To be aware of and adhere to policies and procedures which are appropriate to the role.
- Undertake additional specific tasks, as and when required.
- Willing to develop and take on additional responsibilities.

Other
- To be the fire marshall
- Point of contact for all visitors - office reception will contact PA who will show visitor to relevant meeting/person and offer refreshments.

Infection Control
- To take individual responsibility for the prevention of infection.
- To ensure high level of personal hygiene; hand hygiene in particular.

**Health and Safety**

It is the responsibility of all Staff to:

- Take reasonable care for the Health and Safety of themselves, colleagues, patients and visitors
- Report (without delay) any accidents, incidents, near-miss events, risks, faults or defects
- Use all work equipment (medical devices, dangerous substances, machinery, transport, means of production, and safety equipment) in accordance with training and instructions provided
- Not use such items or equipment unless they have received appropriate information and training

**Data Protection Act 1998**

The 1998 Act establishes a set of principles with which users of personal information must comply. It imposes a new duty to “process” information fairly and lawfully. “Process” has a wider definition which covers obtaining, holding, recording information and any other operation including the disclosure of information.

It is the responsibility of each member of staff to ensure that all computerized/manual personal information relating to patients or other members of staff to which he/she has access in the course of employments, is regarded as STRICTLY CONFIDENTIAL.

**LMH