Job summary
St Kentigern Hospice is based in St Asaph, we offer free parking, discounted staff menu, a great working environment. we are looking for an experienced minute taker, 15 hours per week, you will pay a crucial role in documenting accurate and comprehensive minutes of meetings held within the Hospice. you will be responsible for capturing key discussions, decisions and action points.
Main duties of the job
Attendmeetings and other events within the organisation as mutually agreed, includingdiary management, taking comprehensive and accurate minutes
Recordthe attendance of Trustees and other attendees at meetings and record apologiesfor absences
Utiliseactive listening skills to capture and document key points, discussions,decisions and action items during meetings.
Collaboratewith meeting organisers to understand the objectives, context, and desiredoutcomes of each meeting.
Maintainstrict confidentiality and discretion in handling sensitive informationdiscussed during meetings.
Preparedrafts of meeting minutes promptly and efficiently, ensuring accuracy, clarity,and adherence to established formatting guidelines, and are sent out toCommittee and Board members in a timely manner in line with the agreedtimescales.
Reviewand proofread meetings minutes for clarity, spelling, and grammar makingnecessary revisions before finalising.
Collaboratewith stakeholders to address any concerns or discrepancies in the meetingminutes, ensuring their accuracy and approval.
Maintainthe agreed record-keeping system for meeting minutes, ensuring they areproperly filed and easily accessible.
Responsiblefor staying updated with organisational policies, procedures and relevantguidelines to ensure compliance and consistency in minute taking practices
About us
BENEFITS OF WORKINGFOR ST KENTIGERN HOSPICE
StKentigern hospice is situated in the city of St Asaph within easy commutingdistance from Chester. Within easy access from the expressway
We offerthe following benefits of working here at St Kentigern:-
Free parking on site
A pleasant modern atmosphere to workin
The ability to transfer an existingNHS pension over to the hospice
A contributory pension scheme
Clinical and clinical support staffare aligned with NHS pay rates there is a pay progression system in place and we alignwith the real living wage
occupational health support
Education and training programme forall staff
Provide equality of opportunity forall out staff and volunteers
We promote being a real living wageemployer
Enhanced benefits:- Maternity/paternityand adoption leave, occupational sickpay, free flu jabs, Bereavement leave andsupport, five weeks annual leave plus bank holidays, Discounted staff menu.
Work as a team across alldepartments to ensure our values are met
We believe our organisation is compassionate, person centred, dignified, respectful and holistic
Open spaces in the garden to sit andreflect
Reviewed externally and classed asexcellent.
Job description
Job responsibilities
JobSummary/Job Purpose:
Main purpose of role
SecretarialDuties
Asan experienced minute taker, you will pay a crucial role in documentingaccurate and comprehensive minutes of meetings held within the Hospice. Youwill be responsible for capturing key discussions, decisions and action points
Attendmeetings and other events within the organisation as mutually agreed, includingdiary management, taking comprehensive and accurate minutes
Recordthe attendance of Trustees and other attendees at meetings and record apologiesfor absences
Utiliseactive listening skills to capture and document key points, discussions,decisions and action items during meetings.
Collaboratewith meeting organisers to understand the objectives, context, and desiredoutcomes of each meeting.
Maintainstrict confidentiality and discretion in handling sensitive informationdiscussed during meetings.
Preparedrafts of meeting minutes promptly and efficiently, ensuring accuracy, clarity,and adherence to established formatting guidelines, and are sent out toCommittee and Board members in a timely manner in line with the agreedtimescales.
Reviewand proofread meetings minutes for clarity, spelling, and grammar makingnecessary revisions before finalising.
Collaboratewith stakeholders to address any concerns or discrepancies in the meetingminutes, ensuring their accuracy and approval.
Maintainthe agreed record-keeping system for meeting minutes, ensuring they areproperly filed and easily accessible.
Responsiblefor following up Action Logs to arise from Committee and Board meetings withrespective Executive Team Management members to ensure actions are taken.
Responsiblefor staying updated with organisational policies, procedures and relevantguidelines to ensure compliance and consistency in minute taking practices
General
Providecover for administrative colleagues during times of sickness absence or annualleave.
GeneralRequirements
This post is subject to the Terms and Conditions of employment of theHospice as specified in the staff handbook.
Competence - You are responsible for limiting your actions to those thatyou feel competent to undertake. If youhave any doubts about your competence during the course of your duties, youshould immediately speak to your line manager / supervisor.
Risk Management
It is a standard element ofthe role and responsibility of all staff of the Hospice that they fulfil aproactive role towards the management of risk in all of their actions. Thisentails the risk assessment of all situations, the taking of appropriateactions and reporting of all incidents, near misses and hazards. It is arequirement that you adhere to St Kentigern Hospice Policies, Procedures,Protocols, and guidelines at all times.
Health and SafetyRequirements of the Hospice
All employees of the Hospice have a statutory duty of care for their ownpersonal safety and that of others who may be affected by their acts oromissions. Employees are required toco-operate with management to enable the Hospice to meet its own legal dutiesincluding attendance at mandatory training updates and also to report anyhazardous situations or defective equipment.
DataProtection and Confidentiality
The post holder must treat all information, whethercorporate, staff or patient information, in a discreet, secure and confidentialmanner in accordance with the provisions of the current data protectionlegislation and organisational policy. Any breach of such confidentialityis considered a serious disciplinary offence, which is liable to dismissal and/ or prosecution under statutory legislation and the hospices disciplinarypolicy. This duty of confidencecontinues after the post holder leaves the organisation.
RecordsManagement
As an employee of the hospice, the post holder islegally responsible for all records that they gather, create or use as part oftheir work within the organisation (includingpatient health, staff health or injury, financial, personal andadministrative), whether paper based or on computer. The post holder should consult the Lead if they have any doubt as to the correctmanagement of records with which they work.
Flexibility Statement
Thecontent of this Job Description represents an outline of the post and istherefore not a final list of duties and responsibilities. The Job Description is therefore intended tobe flexible and is subject to review and amendment in the light of changingcircumstances, following consultation with the post holder.
The post issubject to an enhanced disclosure check with the Disclosure and BarringServices (DBS)
Person Specification
Qualifications
Essential
1. Able to demonstrate English and Mathematics to GCSE C GRADE.
2. RSA/equivalent secretarial qualification.
3. Audio typing.
Desirable
4. Welsh communicator oral and written
5. Shorthand
6. IT qualification
values
Essential
7. A confident, outgoing, and friendly approach in dealing with patients and families.
8. A flexible approach to promote and support team working.
9. Confident in working with senior colleagues and clinical teams.
10. A professional and smart appearance.
11. Flexible with a pro-active and creative approach to problem solving.
Aptitude and Abilities
Essential
12. Ability to communicate diplomatically, effectively, and appropriately with all levels of staff, patients, carers, and volunteers.
13. Ability to work on own initiative, and also to follow instructions and guidelines and work as an integral part of a team.
14. Excellent organisational and time management skills.
15. Understanding of Data Protection Act and maintaining strict confidentiality
16. Excellent communication skills, both written and verbal.
17. Strong interpersonal and presentational skills, and a diplomatic approach in dealing with people.
18. Demonstrative methodical approach to work with excellent attention to detail.
Desirable
19. Welsh speaker
Experience
Essential
20. Experience in minute taking for senior level committees.
21. Experience of working with senior managers to provide secretarial and administrative support, including diary management.
22. IT competent in using IT systems (including Microsoft Word, Outlook and Excel); and the internet.
23. Proven experience of successfully working under pressure with multiple demands and prioritising workloads in a busy environment.
Desirable
24. Experience of working in a charity or healthcare organisation.