Line Manager - NIGHTINGALE HOUSE HOSPICE

Line Manager

Nightingale House Hospice

Nightingale House Hospice, Chester Road, Wrexham

Full-time

Job Title

Line Manager

Primary Location

Job Summary

Job Description

Administration Assistant

Operations Director

Nightingale House Hospice, Chester Road, Wrexham

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.
Oversee the Policy cycle, ensuring policies and procedures are reviewed in a timely
manner by the relevant departments.
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
o

Coordinate any necessary meetings, including minute taking.
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.
Carry out document control audits to confirm compliance with appropriate policies
and procedures.

Organisational Leadership
o
upholds effective governance in all documentation and processes.

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

Personal Development, Education and Training

o
o

Participate in regular annual reviews of individual needs for on-going education and
development,
identifying appropriate opportunities for continual professional
development.
Attend annual mandatory training appropriate to the role and responsibilities.
Complete all annual mandatory modules via the Hospice’s e-learning platform.

Key Targets and Objectives
o
documents are reviewed in a timely manner.
o

To review and maintain the Hospice’s e-Learning platform.

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

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 Job Description represents an outline of the post only and is therefore not a
final list of duties and responsibilities. The Job Description 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.

The post is subject to an enhanced disclosure check with the Disclosure and Barring Service (DBS)

Employees signature……………………………………………………….. Date……………………………….

PERSON SPECIFICATION

JOB TITLE:

ESSENTIAL

DESIRABLE

• GCSE qualifications to include English

• Business Administration

QUALIFICATIONS

and Maths

EXPERIENCE

SKILLS

• Working in an administrative position.
• Co-ordination of systems and

processes.

• Providing excellent service to multiple

stakeholders.
• Document control.
• Awareness of GDPR.
• Streamlining processes.

• Implementing new

procedures and processes.
• Have worked for a charity,
community council or
similar role.

• Working within an

information governance
environment.

• Excellent verbal, written and listening

• Welsh Speaker

skills

• Excellent computer and IT skills to
include MS Office and SharePoint
• Prioritisation and time management
• Strong organisational skills with
excellent attention to detail.

KNOWLEDGE

• Knowledge of data protection

regulations

• Willingness to learn
• Ability to use own initiative
• Hard Working
• Attention to detail
• Embrace change and have a problem
solving approach to new challenges.

• Positive attitude
•
• Reliable and flexible approach to

working hours to meet business need.

PERSONAL
QUALITIES
(Demonstrable)

OTHER RELEVANT
REQUIREMENTS

METHOD OF
ASSESSMENT
Application form/
Interview

Application form/
Interview