Job Description

Job Title Administration Assistant

Line Manager Operations Director

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

Key Relationships - 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.

Primary Duties and Responsibilities

1. Administrative Duties

o Coordinate the reporting process for accidents and incidents, ensuring these are


followed through to completion with the appropriate line manager.


o Oversee the Policy cycle, ensuring policies and procedures are reviewed in a timely


manner by the relevant departments.


o 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).


Created September 2025 - Operations Director


o Coordinate any necessary meetings, including minute taking.


o To coordinate the reporting of any data breaches in conjunction with the advice


received from the Hospice's DPO.


o Monitor and review the Hospice's Compliance Tracker in conjunction with the


external DPO.


o Working closely with the HR and Volunteer functions to administer the Hospice's e-



Learning platform.


o Carry out document control audits to confirm compliance with appropriate policies


and procedures.

2. Organisational Leadership

o Be able to work and communicate with all departments to ensure that the hospice


upholds effective governance in all documentation and processes.

3. Personal Development, Education and Training

o Participate in regular annual reviews of individual needs for on-going education and


development, identifying appropriate opportunities for continual professional


development.


o Attend annual mandatory training appropriate to the role and responsibilities.


o Complete all annual mandatory modules via the Hospice's e-learning platform.

4. Key Targets and Objectives

o To review and monitor the Hospice's Document Control Register, ensuring all


documents are reviewed in a timely manner.


o 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 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 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 IG Lead if they have any doubt as to the correct management of


records with which they work.

Flexibility Statement

The content of this represents an outline of the post only and is therefore not a

final list of duties and responsibilities. The is therefore intended to be flexible

and is subject to review and amendment in the light of changing circumstances, following

consultation with the post holder.