JOB SUMMARY To provide professional, confidential and effective support to the medical team at St Elizabeth, both Ipswich and East Suffolk, and Great Yarmouth and Waveney, working with the Executive Assistant to the CEO to provide support to other Senior Leadership Team and Board as required. SAFEGUARDING RESPONSIBILITIES Demonstrate a commitment to keeping adults and young people safe Report any disclosure made to you to the appropriate person Report any safeguarding concerns in the workplace to the appropriate person Maintain an awareness of the Hospices policies in relation to safeguarding RESPONSIBILITIES To provide direct support to the Medical Director and the Medical team (includes the Medical Consultants, Nurse Consultants, Specialty Doctors, doctors at various grades in temporary rotational training posts, volunteer doctors and may include other posts subject to future recruitment) including active diary management, organising both face to face and virtual meetings, proactively planning ahead. Provide all of the administrative support to the medical team directly. Work to cover Ipswich and East Suffolk as well as Great Yarmouth and Waveney, working in Beccles hospital one day per week supporting the hospice medical team that is located there.
Be the first point of contact for Medical teams office, including for patient enquiries for the medical team as required. Liaise and communicate effectively, confidently and professionally with internal/external contacts, working collaboratively with others. Maintain, monitor and manage the Medical team admin inbox. To assist the Executive Assistant to the CEO, providing cover during annual leave and support for Board/Sub-committee and other meetings as required, these are sometimes outside normal office hours.
Liaise with the People and Culture team and partner organisations, organising new starters/trainees for the Medical team and coordinating changeover/handover of equipment and organising induction programmes. Organising and distributing weekly rotas, on call rotas, arranging swaps/locums for planned/unplanned absences, updating the HR system as required. Managing the medical team diaries, including arranging all medical meetings and conferences where the Medical team lead. Ensure that the HR system and any other relevant systems are well maintained and up to date and accurate for the medical team, adding extra hours, annual leave, sickness absence, shift swaps as required.
Supporting the Medical Director/deputy in the checking and authorisation of additional expenses, mileage, additional hours, etc. To handle confidential information appropriately, sensitively and with a high level of integrity and ensuring the Medical Director is briefed on any emerging issues or concerns. To produce documents including reports and letters to a high standard, for commissioners as well as boards and external agencies. Organising teaching and team governance meetings, booking meeting rooms, sending out calendar invitations / teams links, assisting with the preparation of materials, collating agendas, minute-taking and maintaining action logs.
To produce graphics and support audits, research and projects that the Medical Team are leading or working on. Help with other ad-hoc specific projects, arranging meetings, agenda, venues, catering, minutes and action logs etc. Book one to ones and appraisal appointments. Use the hospice appraisal systems to administer / log and maintain the Medical Team appraisals and support medical team members to provide the required supporting information for the General Medical Council including collating patient feedback, arranging colleague feedback, administrative tasks in relation to clinical audit.
Support the Medical Director in their Responsible Officer role to carry out the annual Framework for Quality Assurance and Improvement audit and any related peer review meetings. Support the hospices Lead appraiser for medical appraisals in their role. Ensuring that all letters and evidence needed by Doctors for appraisal are arranged and accessed in a timely manner. Liaise with the Care Coordination team to ensure they have up to date information re: Medical Team availability for out-patient appointments as required.
Overall oversight of all appointments both clinical made by medical team as well as administrative team, and nonclinical coordinating these with the Medical Teams diaries Support Medical Team with their Educational Supervisor and Clinical Supervisor responsibilities to fulfil their duties e.g. coordinating placement planning meetings, collating information for reports. Arrange training sessions as required, liaising with the Hospice Education Team as necessary and other external educational establishments. Support Medical Team members in training posts to fulfil their portfolio requirements e.g.
arranging internal and external placements/visits. Coordinate arrangements, on-boarding, Induction plans and scrubs for medical student placements, GP trainees and work experience placements in Ipswich and Beccles. Work with the other Hospices in the Suffolk and North East Essex Integrated Care Board and our partners in the Norfolk and Waveney Integrated Care Board as required. Support Medical Team with investigating and writing up of complaints and incidents as requested.
Liaise with Purchasing and procurement as directed when equipment is needed. Work with Purchasing to book travel / accommodation / transport for conferences or other events. Support the Research lead with compiling the hospices Research log and related matters. PERSONNEL RESPONSIBILITIES To support the Medical Team and P&C administratively in staff recruitment as required.
To recognise staff stress and assist with arranging staff support for the Medical Team. To participate administratively to develop the programme in the induction of all new staff, volunteers and placements as required. To recognise the value of volunteer contribution and play an administrative support where appropriate. To help prepare recruitment packs and Job Descriptions for the Medical Team EDUCATIONAL RESPONSIBILITIES To participate in the Hospice education programme for themselves as well as for the Medical Team.
To support Medical Team in feedback education programmes/study days attended. Should they attend education programmes, then to provide feedback to the rest of the hospice staff/volunteers. PERSONAL DEVELOPMENT To devise with the Executive Assistant to CEO and the Medical Director a personal development plan in line with the Hospice objectives, Medical Team needs and personal needs. To maintain, develop and increase personal and professional skills.
ORGANISATIONAL RESPONSIBILITIES To work at all times within the policies of the Hospice and act within Care Standards at all times. To ensure effective use of resources. To respect at all times the confidentiality of information covering patients, staff and volunteers. To play an active part in the development and maintenance of good relationships with all who have business with the Hospice.
To ensure that the Medical Team has support and cover when they are not working. To promote the Hospice philosophy of care towards patients, relatives and visitors. To uphold the hospice and individual team values at all times To ensure compliance with GDPR at all time

Please refer the Job description for details