Executive Support Officer

This is far more than a traditional administrative role. It is a chance to become a trusted part of the infrastructure that underpins excellent leadership, strong governance, regulatory assurance and outstanding care for our community in Somerset.

You will be at the centre of senior decision-making and delivery, coordinating complex diaries, meetings, papers, actions and communications; supporting key clinical governance forums; and helping ensure that important work is well organised, followed through and delivered on time.

If you enjoy variety, pace and purpose, this role offers all three. One day you may be preparing high-quality briefing packs and presentations; the next, tracking actions from senior meetings, supporting leadership events, coordinating stakeholder communications or helping maintain the records and systems that support a safe, well-run and forward-looking clinical service.

You will work closely with senior leaders at Director level, building trusted relationships across clinical teams and with colleagues in Communications, Fundraising, IT, Finance, Governance, HR and Estates, as well as with external partners.

Support of the

Clinical Director service

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Provide

high-level executive support, diary management and administrative support to

the Clinical Director, anticipating needs, prioritising appropriately and

ensuring the Clinical Director is fully briefed. This role will also provide

diary management and some administrative support to the Associate Directors

(Clinical).

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Coordinate

internal and external meetings, visits and events for the Clinical Director

and, where required, the Associate Directors (Clinical); arrange travel and

accommodation where required.

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Prepare,

collate and quality-check briefing packs, presentations and correspondence;

draft routine responses and communications on behalf of the Clinical Director

and, where appropriate, support the Associate Directors (Clinical).

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Record,

track and follow up actions arising from Clinical Directorate meetings,

ensuring deadlines and owners are clear and updates are captured.

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Act

as a trusted and professional first point of contact for the Clinical

Director and Associate Directors (Clinical), fielding enquiries sensitively

and coordinating timely responses.

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Handle

confidential and sensitive information with the highest level of discretion,

ensuring appropriate storage, access control and retention.

Board, Committee &

Governance Support

cycle of key clinical meetings, including Clinical Quality and Safety,

Clinical Governance, and senior leadership and management meetings, in

partnership with the Clinical Director and Associate Directors (Clinical).

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Coordinate agendas, papers and

meeting packs to agreed deadlines; ensure documentation is accurate, complete

and appropriately approved.

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Attend meetings as required to

take accurate minutes, record decisions and maintain clear action logs.

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Chase actions and provide

assurance that decisions are communicated and implemented, escalating risks

or slippage appropriately.

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Support the administration of

clinical governance processes, ensuring data, records, action logs and

associated documentation are maintained accurately and in a timely way.

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Maintain clinical governance

records and registers as required, ensuring version control and audit-ready

filing, and supporting the wider clinical directorate to meet necessary

regulatory and organisational requirements.

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Support preparation for and

follow-up from regulator or assurance activity as needed, including the

collation and coordination of relevant clinical quality and safety evidence,

working with relevant leads.

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Provide administrative support

to senior leadership and management forums across the clinical directorate,

ensuring efficient coordination of papers, actions and follow-up activity.

Corporate, Office

& Systems Support

electronic filing and information-management systems for the Clinical

Director and governance documentation, including retention and disposal in

line with policy.

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Ensure

meeting logistics are in place (rooms, hybrid set-up, refreshments,

accessibility requirements, and technology support), liaising with internal

teams such as Estates and IT as needed.

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Process

expenses, invoices and purchasing requests in line with financial controls;

allocate cost codes and maintain accurate records in support of the Clinical

Director service.

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Provide

administrative and project support to key clinical and corporate workstreams

(e.g., strategy delivery, quarterly KPIs, estates programme, inclusion work,

stakeholder engagement), including tracking actions, preparing papers and

coordinating input for the Clinical Director and, where appropriate, the

Associate Directors (Clinical).

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Contribute

to continuous improvement of administrative processes, templates and ways of

working, including the effective use of Microsoft 365 tools such as Teams and

SharePoint.

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Offer flexible cover and

support during peak periods, including occasional support to wider

administrative arrangements as required.

Events, Engagement

& Stakeholder Communications

delivery of key leadership events, meetings and engagement activity, ensuring

actions and communications are coordinated effectively.

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Provide

preparation, administration and minute taking for wider organisational and

clinical leadership meetings as required.

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Coordinate

stakeholder meetings and communications with key partners, suppliers and

supporters, ensuring accurate records and follow-up.

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Build

positive working relationships across the hospice, demonstrating sensitivity

to the hospice environment and to interactions with patients, families,

supporters and volunteers.

Safeguarding,

Confidentiality & Compliance

hospice values, policies and procedures, including confidentiality,

information governance, data protection and records management.

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Maintain appropriate professional boundaries and sensitivity within a

hospice environment.

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Provide administrative support to the Clinical Director in their

capacity as the designated Safeguarding Lead (DSL), including the

coordination of meetings, documentation, records, action tracking and

associated correspondence.

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Provide administrative support to the Clinical Director in their

capacity as Director of Infection Prevention and Control (DIPC), including

the coordination of relevant papers, action logs, meetings, reporting and

associated documentation.

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Provide an appropriate level of administrative support to the

Controlled Drug Accountable Officer function, including the coordination of

documentation, records, meetings and follow-up actions as required.

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Comply with safeguarding policies and complete mandatory training as

required for the role.

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Promote equality, diversity and inclusion, and contribute to a

welcoming, respectful workplace.

A flexible approach to working

hours is required to meet the needs of the role, including occasional work

outside normal working hours where necessary; however, this would be expected

to arise as an exception rather than a regular pattern.

We are compassionate, collaborative and ambitious always caring, working together and striving for better.

You wont just be joining a fantastic team you'll become part of a welcoming, community-minded charity making a real difference every day.

We offer a supportive and inclusive working environment alongside a range of benefits including:

Holiday entitlement

Pension scheme

Additional Benefits

Education and Qualifications

Self Awareness

Working with others

Outcome and Results

Leading in your area

Compassion

Collaboration

Ambition

General