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 play 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
1. Attend meetings and other events within the organisation as mutually agreed, including diary management, taking comprehensive and accurate minutes.
2. Record the attendance of Trustees and other attendees at meetings and record apologies for absences.
3. Utilise active listening skills to capture and document key points, discussions, decisions, and action items during meetings.
4. Collaborate with meeting organisers to understand the objectives, context, and desired outcomes of each meeting.
5. Maintain strict confidentiality and discretion in handling sensitive information discussed during meetings.
6. Prepare drafts of meeting minutes promptly and efficiently, ensuring accuracy, clarity, and adherence to established formatting guidelines, and send them out to Committee and Board members in a timely manner in line with the agreed timescales.
7. Review and proofread meeting minutes for clarity, spelling, and grammar, making necessary revisions before finalising.
8. Collaborate with stakeholders to address any concerns or discrepancies in the meeting minutes, ensuring their accuracy and approval.
9. Maintain the agreed record-keeping system for meeting minutes, ensuring they are properly filed and easily accessible.
10. Responsible for staying updated with organisational policies, procedures, and relevant guidelines to ensure compliance and consistency in minute taking practices.
About us
BENEFITS OF WORKING FOR ST KENTIGERN HOSPICE
St Kentigern hospice is situated in the city of St Asaph within easy commuting distance from Chester. Within easy access from the expressway.
We offer the following benefits of working here at St Kentigern:
* Free parking on site
* A pleasant modern atmosphere to work in
* The ability to transfer an existing NHS pension over to the hospice
* A contributory pension scheme
* Clinical and clinical support staff are aligned with NHS pay rates; there is a pay progression system in place and we align with the real living wage
* Occupational health support
* Education and training programme for all staff
* Provide equality of opportunity for all our staff and volunteers
* We promote being a real living wage employer
* Enhanced benefits: Maternity/paternity and adoption leave, occupational sick pay, free flu jabs, Bereavement leave and support, five weeks annual leave plus bank holidays, Discounted staff menu.
* Work as a team across all departments 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 and reflect
* Reviewed externally and classed as excellent.
Job responsibilities
Job Summary/Job Purpose:
Main purpose of role
Secretarial Duties
1. As an experienced minute taker, you will play 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.
2. Attend meetings and other events within the organisation as mutually agreed, including diary management, taking comprehensive and accurate minutes.
3. Record the attendance of Trustees and other attendees at meetings and record apologies for absences.
4. Utilise active listening skills to capture and document key points, discussions, decisions, and action items during meetings.
5. Collaborate with meeting organisers to understand the objectives, context, and desired outcomes of each meeting.
6. Maintain strict confidentiality and discretion in handling sensitive information discussed during meetings.
7. Prepare drafts of meeting minutes promptly and efficiently, ensuring accuracy, clarity, and adherence to established formatting guidelines, and send them out to Committee and Board members in a timely manner in line with the agreed timescales.
8. Review and proofread meeting minutes for clarity, spelling, and grammar, making necessary revisions before finalising.
9. Collaborate with stakeholders to address any concerns or discrepancies in the meeting minutes, ensuring their accuracy and approval.
10. Maintain the agreed record-keeping system for meeting minutes, ensuring they are properly filed and easily accessible.
11. Responsible for following up Action Logs arising from Committee and Board meetings with respective Executive Team Management members to ensure actions are taken.
12. Responsible for staying updated with organisational policies, procedures, and relevant guidelines to ensure compliance and consistency in minute taking practices.
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
* Able to demonstrate English and Mathematics to GCSE C GRADE.
* Welsh communicator oral and written
* Shorthand
Values
* 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.
* Flexible with a pro-active and creative approach to problem solving.
Aptitude and Abilities
* Ability to communicate diplomatically, 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.
* Welsh speaker.
Experience
* 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 with multiple demands and prioritising workloads in a busy environment.
* Experience of working in a charity or healthcare organisation.
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.
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