2 x 20 Hours Per Week Posts

Salary: £17,941 per annum (Pro Rata)

Are you looking for an exciting challenge?

Do you want to work alongside a dedicated professional team?

Are you innovative, enthusiastic and thrive in a busy environment?

Butterwick Hospice Care was founded 36 years ago by the incredibly inspirational Mary Butterwick OBE. Providing a holistic service to adults, children and babies, the organisation supports patients with palliative and progressive diagnoses as well as their families and loved ones.

Butterwick Hospice Care is entering an exciting period of development as we work towards growing our services to meet the challenging needs of a modern community; we are excited to welcome new faces to the organisation who will bring innovative ideas and lots of energy.

The successful applicant will support the Quality and Compliance manager to fulfil the Hospices regulatory requirements ensuring that effective risk management and compliance monitoring frameworks are in place.

Provision of an accurate, effective and timely administrative service to support clinical and non-clinical services to provide evidence of, and demonstrate compliance with, regulatory bodies within their respective areas.

Support and drive standards in relation to compliance and governance, supporting managers and staff to collate, record and manage information and evidence from daily activities, audits, performance and activity reviews to demonstrate compliance with the regulatory frameworks and key performance indicators.

Applicants must have:

A good level of education with a minimum of 5 GCSE or equivalent including English and Maths Grade C or above.

Skills in and intermediate knowledge of IT systems, administrative software and software programmes such as Outlook, Excel, Word, PowerPoint and Access.

Benefits:

  • Company pension membership
  • 35 days pro rata holiday (Including Bank Holidays)
  • On site café and limited free parking.

Closing Date for: 22/11/2020
Interview Date: TBC
For full details and to apply online please visit www.butterwick.org.uk/currentvacancies alternatively contact HR Department –Tele :01642 607742 or email [email protected] for an application pack.
Shortlisted candidates will be contacted within 10 days of close of application.

Job Purpose

Support the Quality and Compliance manager to fulfil the Hospices regulatory requirements ensuring that effective risk management and compliance monitoring frameworks are in place.

Provision of an accurate, effective and timely administrative service to support clinical and non-clinical services to provide evidence of, and demonstrate compliance with, regulatory bodies within their respective areas.

Support and drive standards in relation to compliance and governance, supporting managers and staff to collate, record and manage information and evidence from daily activities, audits, performance and activity reviews to demonstrate compliance with the regulatory frameworks and key performance indicators.

Key Responsibilities

Quality and Compliance Administration

Maintain accurate, statistical records of interventions and activity, for the purpose of internal and external audit, KPIs research, including collation of monitoring forms and other evaluation materials.
Support the Quality and Compliance Manager to embed the risk management framework within the hospice’s business activities and ensure that the framework is being applied in practice.
Support the maintenance of the hospices risk registers and the development of effective risk mitigation plans with risk owners at all levels of the organisation.
Analyse risk data and other performance metrics to assist in the preparation of Board reports and other internal risk reporting.
Accurate collation and processing of data and information required for regular reports and meetings, including, but not limited to, KPI dashboard; annual report; Hospice UK benchmarking; commissioners’ reports; and committees.
Analyse and interrogate data reports and provide appropriate commentary and insight, working to deadlines within the governance and reporting structure.
Produce ad-hoc reports, as agreed with the Quality and Compliance Manager, using data extracted from relevant sources, presenting the information in a user-friendly way with appropriate commentary.
Support incident review and Quality Safety and Risk committee meetings, providing accurate timely report, taking minutes as required, following up on actions and ensuring that new, emerging or escalating risks are discussed and appropriate action taken.
Assist in carrying out compliance monitoring tasks as required by the Quality and Compliance Manager in line with meeting the requirements of CQC and relevant regulatory bodies.
Support staff and managers to perform risk assessments to understand risk level, significance and scope.

Keep up to date with, and understand, relevant laws and regulations applicable to the hospice and assist in monitoring compliance with laws, regulations and internal policies
Ensure that findings are recorded and followed up with management so that issues can be rectified

Highlight irregularities and non-compliance issues and support managers to investigate reasons for non-compliance, developing action plans to mitigate or resolve.

Report back to departments on current risk and compliance performance, highlight or escalate areas of concern.

Assist in the gathering of internal information in response to regulatory requests

Operate the hospices alerting system ensuring that relevant managers and staff are aware of and respond to any medications, equipment or other national alerts, detailing actions taken.

Collaborate with other departments to create a culture of compliance.

In the absence of the clinical administrator provide of secretarial, administrative and clerical support to clinical teams in adult, children’s and family support services, undertaking medical/patient typing, photocopying and filing as required.

It is likely that this role will develop over time as systems, processes and reporting evolves to meet the needs of the organisation.

General Administration

Ensure that accurate messages are taken when necessary – in person and on the telephone – and passed on in a timely and appropriate manner.

Arrange and organise meetings, type agendas and take and produce the minutes from meetings.

Ensure that high standards and quality of work are maintained and to promote good practice wherever possible.

Liaise with team members and other Hospice staff, Trustees and with external companies and members of the public in an appropriate manner, both in person and on the telephone.

Assist in the development and updating of policies and procedures.

Ensure that work is prioritised appropriately, high standards and quality of work are maintained at all times and best practice is followed

Support the other members of the administration team when required, including undertaking essential administrative tasks for colleagues during holiday cover, thereby ensuring a continuous and reliable service across all areas of the Hospice
All Staff

All staff must safeguard the integrity, confidentiality and availability of sensitive information at all times, this includes information relating to patients, individual staff records, colleagues and contracts. Employees of the Organisation are required to comply with the Organisation’s Principles of Data Protection and Quality.

All staff are required to understand and comply with all relevant policies both Organisation-wide and departmental and to carry out duties in accordance with Butterwick Hospice Care Code of Conduct, NMC, CQC, fundraising information and financial standards and current legislation

All staff are required to take responsibility for attending statutory and mandatory training, and identify their training and development needs.

All staff must take responsibility for managing their own health, safety and wellbeing in accordance with departmental policy and legislation.

All staff will adhere to, and follow good infection control practices and other related policies and guidelines.

All staff have a statutory duty to safeguard children and vulnerable adults during the course of their duties and promote the welfare of children and young people. Employees must be aware of what to do if they have any concerns.

All staff will undergo an annual performance assessment and agree a personal development plan which will ensure that the objectives of the employee, department and organisation are achieved

All staff are personally accountable for improving and maintaining own knowledge and competence.

All staff will be aware of and support the working practices of any volunteers assisting with daily workload

All staff will be expected to undertake any reasonable additional tasks requested by their manager or senior manager of the organisation

Standards of Business Conduct

The post holder will be required to comply with the Company’s Standing Orders and Standing Financial Instructions and, at all times, deal honestly with Butterwick Hospice Care, with colleagues and all those who have dealing with the Company including clients, patients, service users and other suppliers and stakeholders.

This post is deemed to require an Enhanced Level Disclosure check with the Criminal Records Bureau as there is access to children or vulnerable adults. Further information on the Disclose Service is available at www.disclosure.gov.uk