Overview
Primary Location Nightingale House Hospice, Chester Road, Wrexham
Job Summary: This role will oversee the administration of key processes and procedures together with providing stringent document control across the organisation. The role will ensure effective governance through the monitoring and coordination of e-Learning, policies, procedures and risk assessments, working collaboratively with all departments. It will work closely with other colleagues to ensure compliance across all areas assisting to identify any trends and areas for improvement.
Key Relationships
* Internal: Operations Director, Business Systems Coordinator, Department Leads, Executive Assistant, HR Manager, Clinical & Patient Services PA
* External: Outsourced Data Protection Officer, Outsourced E-Learning Platform Provider
Role Statement
To provide administration support to the Operations Department. To provide administrative support in developing and reviewing policies, procedures and other governing documents, supporting the delivery of effective governance practice. To coordinate the accident and incident process, ensuring all documentation is on file. To coordinate data breach incident reports, working closely with the Hospice\'s appointed Data Protection Officer. To be an administrator of the Hospice\'s e-Learning platform. To coordinate meetings and take accurate minutes with action plans, where required. To be confident and competent with excellent organisational skills to ensure workload is prioritised and deadlines are achieved.
Responsibilities
1. Administrative Duties: Coordinate the reporting process for accidents and incidents, ensuring these are followed through to completion with the appropriate line manager.
2. Oversee the Policy cycle, ensuring policies and procedures are reviewed in a timely manner by the relevant departments.
3. Oversee and coordinate the document control register to ensure all documents are up to date and reviewed appropriately (to include risk assessments, generic forms, etc.).
4. Coordinate any necessary meetings, including minute taking.
5. Coordinate the reporting of any data breaches in conjunction with the advice received from the Hospice\'s DPO.
6. Monitor and review the Hospice\'s Compliance Tracker in conjunction with the external DPO.
7. Work closely with the HR and Volunteer functions to administer the Hospice\'s e-Learning platform.
8. Carry out document control audits to confirm compliance with appropriate policies and procedures.
Organisational Leadership
Be able to work and communicate with all departments to ensure that the hospice upholds effective governance in all documentation and processes.
Personal Development, Education and Training
1. Participate in regular annual reviews of individual needs for ongoing education and development, identifying appropriate opportunities for continual professional development.
2. Attend annual mandatory training appropriate to the role and responsibilities.
3. Complete all annual mandatory modules via the Hospice\'s e-learning platform.
Key Targets and Objectives
To review and monitor the Hospice\'s Document Control Register, ensuring all documents are reviewed in a timely manner. To review and maintain the Hospice\'s e-Learning platform.
General Requirements
All Staff. This post is subject to the Terms and Conditions of employment of the Hospice as specified in the Staff Handbook.
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 Nightingale House Hospice Policies, Procedures, Protocols and guidelines always.
Health and Safety
All employees have a statutory duty of care for their own personal safety and that of others. Employees are required to co-operate with management to enable the Hospice to meet its legal duties including attendance at mandatory training updates and 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 current data protection legislation and organisational policy. Any breach is a serious disciplinary offence, liable to dismissal and/or prosecution. This duty of confidence continues after the post holder leaves the organisation.
Records Management
The post holder is legally responsible for all records they gather, create or use as part of their work within the organisation. Consult the IG Lead if there are any doubt about correct management of records.
Flexibility
The content of this Job Description represents an outline of the post and is not a final list of duties. It is intended to be flexible and may be reviewed with the post holder.
Qualifications and Experience
* Co-ordination of systems and procedures and processes
* Experience in charity sector and providing excellent service to multiple stakeholders
* Document control
* Awareness of GDPR / information governance
* Streamlining processes
* Excellent computer and IT skills (MS Office, SharePoint)
* Prioritisation and time management
* Strong organisational skills with attention to detail
* Knowledge of data protection regulations
* Willingness to learn
* Ability to use own initiative
* Hard working, attention to detail, positive attitude
* Reliability and flexible approach to changing working hours
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