Job summary
This is an exciting opportunity to join the administration team at St Kentigern Hospice. We are seeking an experienced governance clerk.
We are looking for someone who is passionate about what they do.
The hours are 15 hours per week but with flexibility to meet sub-committee and Board meeting calendar requirements.
We have an in-house cafe where you can get discounted food and free parking on site.
We look forward to receiving your application.
Main duties of the job
* Taking high level meeting minutes and producing accurate documentation.
* Providing secretarial support to the CEO and members of the Senior and Executive management team.
About us
St Kentigern Hospice is a specialist palliative care centre based in the City of St Asaph. St Kentigern is a registered charity. The hospice is a 12 bedded inpatient unit with a well-being hub.
We are also supported by a cohort of volunteers in all areas. We have 9 retail shops, a fundraising department and a catering department, of which Cafe Cariad is part. The cafe is open to the public. We work as a team from all departments raising funds so we can carry out the work we do.
We are celebrating 30 years of caring this year.
Job description
Job responsibilities
All staff are required to act in accordance with the Hospice values, practices, under the direction of the Operations Manager.
Main purpose of role
The Governance Clerk is accountable to the CEO and line managed by the Operations Manager.
As a Governance Clerk, you will play a crucial role in organising and documenting Board, Committee and Management meetings.
* Responsible for maintaining statutory records, including meeting minutes. Key responsibilities include scheduling Senior Management, Board and Sub-Committee meetings. Taking accurate minutes and disseminating papers in a timely way.
* Record the attendance of Trustees and other attendees at meetings and record apologies for absences.
* Ensure accurate documentation and comprehensive minutes of meetings held within the Hospice. You will be responsible for capturing key discussions, decisions and action points.
* Prepare drafts of meeting minutes promptly and efficiently, ensuring accuracy, clarity, and adherence to the correct formatting guidelines.
* Ensure that minutes are set out to management, Committee and Board members in a timely manner in line with the agreed timescales.
* Follow up actions that arise from meetings with Executive Management Team members to ensure actions are completed.
* Attend meetings and other events within the organisation as mutually agreed, taking comprehensive and accurate minutes.
* Collaborate with meeting organisers to understand the objectives, context, and desired outcomes of each meeting and to address any concerns or discrepancies in the meeting minutes, ensuring their accuracy and approval.
* Maintain strict confidentiality and discretion in handling sensitive information discussed during meetings.
* Maintain the agreed record-keeping system for meeting minutes, ensuring they are correctly filed and easily accessible.
* Stay updated with organisational policies, procedures and relevant guidelines to ensure compliance and consistency in minute taking practices.
* Provide secretarial support to the CEO and members of the Senior and Executive Management Teams.
General
In addition to the key aspects of your role, you will also provide cover for administrative colleagues during times of sickness absence or annual leave.
General Requirements
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 St Kentigern Hospice Policies, Procedures, Protocols, and guidelines at all times.
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 cooperate with management to enable the Hospice to meet its own legal duties including attendance at mandatory training updates and also 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 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 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 Services (DBS).
Person Specification
Qualifications
Essential
* Able to demonstrate English and Mathematics to GCSE C GRADE.
* NVQ/RSA/equivalent Business Administration/Secretarial qualification.
* IT qualification.
Desirable
* Welsh communicator oral and written.
* Shorthand.
* Audio typing.
Experience
Essential
* Experience in minute taking for senior level committees.
* Experience of working with senior managers to provide secretarial and administrative support, including diary management.
* IT competent in using IT systems (including Microsoft Word, Outlook and Excel); and the internet.
* Proven experience of successfully working under pressure and prioritising workloads in a busy environment.
Desirable
* Experience of working in a charity or healthcare organisation.
Values
Essential
* A confident, outgoing, and friendly approach in dealing with patients and families.
* A flexible approach to promote and support team working.
* Confident in working with senior colleagues and clinical teams.
* A professional and smart appearance.
Aptitude and Abilities
Essential
* Ability to communicate effectively, and appropriately with all levels of staff, patients, carers, and volunteers.
* Ability to work on own initiative, and also to follow instructions and guidelines and work as an integral part of a team.
* Excellent organisational and time management skills.
* Understanding of Data Protection Act and maintaining strict confidentiality.
* Excellent communication skills, both written and verbal.
* Strong interpersonal and presentational skills, and a diplomatic approach in dealing with people.
* Demonstrative methodical approach to work with excellent attention to detail.
Desirable
* Welsh speaker.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer details
Employer name
St Kentigern Hospice
Address
Upper Denbigh Road
St Asaph
Denbighshire
LL17 0RS
Employer's website #J-18808-Ljbffr