Senior Secretary/senior Administrative Assistant

**Hospice Senior Secretary/Senior Administrative Assistant**

Salary £25,000 pro rata for 30 hours

Location: St Kentigern Hospice

Accountable to: Hospice Operations Manager

Reporting to: Hospice Operations Manager - administrative duties

Finance Manager - wages preparation, finance & lottery duties

Hours of work: 30 hours per week (Tuesday - Friday)

**Main purpose of role**

**Secretarial Duties**

Responsible for providing secretarial support to the CEO and members of the Senior and Executive Management Teams, including diary management, arranging meetings and minute taking as required.

Responsible for arranging Board/Committee meetings, ensuring papers are issued in a timely manner and for taking minutes at those meetings.

Responsible for ensuring that minutes are approved and sent out to Committee and Board members in a timely manner in line with the agreed timescales.

Responsible for following up Action Logs to arise from Committee and Board meetings with respective Executive Team Management members to ensure actions are taken.

Responsible for ensuring the timely issue of Board, committee, and management reports.

**Databases**

Responsible for developing and maintaining databases to support the collection and monitoring of key information. This includes recording all staff absences including sickness and annual leave.

Responsible for recording staff timesheets onto the monthly wages spreadsheet and ensuring all new starters, changes and leavers forms are reflected in the information passed to the payroll bureau.

**Finance & Lottery Team**

Assist the Finance Manager and Lottery Co-ordinator with general administrative duties and provide cover for the duties of the Finance Manager and Lottery Co-ordinator during sickness and annual leave.

This includes:
- Lottery

Entering the cheques, standing orders and card payments onto the lottery system

Sending out weekly automated reminder letters for the lottery

Processing any new members of the lottery coming from the website or via other means

Finance

Management of bank staff movements on payroll monthly via liaison with clinical management team

Making payments of invoices via the online bank portal during leave/sickness

Entering invoices onto Sage during sickness/leave

Other finance tasks as requested by the Finance Manager

**General**

Provide cover for administrative colleagues during times of sickness absence or annual leave.

**General Requirements**

Competence - You are responsible for limiting your actions to those that you feel competent to undertake. If you have any doubts about your competence during the course of your duties, you should immediately speak to your line manager / supervisor.
Risk Management
It is a standard element of the role and responsibility of all staff of the Hospice that they fulfil a proactive role towards the management of risk in all of their actions. This entails the risk assessment of all situations, the taking of appropriate actions and reporting of all incidents, near misses and hazards. It is a requirement that you adhere to St Kentigern Hospice Policies, Procedures, Protocols, and guidelines at all times.

**Health and Safety Requirements of the Hospice**

All employees of the Hospice have a statutory duty of care for their own personal safety and that of others who may be affected by their acts or omissions. Employees are required to co-operate with management to enable the Hospice to meet its own legal duties including attendance at mandatory training updates and also to report any hazardous situations or defective equipment.

**Data Protection and Confidentiality**

The post holder must treat all information, whether corporate, staff or patient information, in a discreet, secure and confidential manner in accordance with the provisions of the current data protection legislation and organisational policy. Any breach of such confidentiality is considered a serious disciplinary offence, which is liable to dismissal and / or prosecution under statutory legislation and the hospice’s disciplinary policy. This duty of confidence continues after the post holder leaves the organisation.

**Records Management**

As an employee of the hospice, the post holder is legally responsible for all records that they gather, create or use as part of their work within the organisation (including patient health, staff health or injury, financial, personal and administrative), whether paper based or on computer. The post holder should consult the Lead if they have any doubt as to the correct management of records with which they work.

**Flexibility Statement**

**PERSON SPECIFICATION**:
The knowledge to be measured in the minimum needed to carry out the full duties of the job to the required standards. Qualifications should be used to provide an indicator of the level of knowledge required. Training and experience is also a means of acquiring the knowledge required for a job such as on-the-job training, short cours