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
Attend
meetings and other events within the organisation as mutually agreed, including
diary management, taking comprehensive and accurate minutes
Record
the attendance of Trustees and other attendees at meetings and record apologies
for absences
Utilise
active listening skills to capture and document key points, discussions,
decisions and action items during meetings.
Collaborate
with meeting organisers to understand the objectives, context, and desired
outcomes of each meeting.
Maintain
strict confidentiality and discretion in handling sensitive information
discussed during meetings.
Prepare
drafts of meeting minutes promptly and efficiently, ensuring accuracy, clarity,
and adherence to established formatting guidelines, and are sent out to
Committee and Board members in a timely manner in line with the agreed
timescales.
Review
and proofread meetings minutes for clarity, spelling, and grammar making
necessary revisions before finalising.
Collaborate
with stakeholders to address any concerns or discrepancies in the meeting
minutes, ensuring their accuracy and approval.
Maintain
the agreed record-keeping system for meeting minutes, ensuring they are
properly filed and easily accessible.
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 out staff and volunteers
We promote being a real living wage
employer
Enhanced benefits:- Maternity/paternity
and adoption leave, occupational sickpay, 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 description
Job responsibilities
Job
Summary/Job Purpose:
Main purpose of role
Secretarial
Duties
As
an experienced minute taker, 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
Attend
meetings and other events within the organisation as mutually agreed, including
diary management, taking comprehensive and accurate minutes
Record
the attendance of Trustees and other attendees at meetings and record apologies
for absences
Utilise
active listening skills to capture and document key points, discussions,
decisions and action items during meetings.
Collaborate
with meeting organisers to understand the objectives, context, and desired
outcomes of each meeting.
Maintain
strict confidentiality and discretion in handling sensitive information
discussed during meetings.
Prepare
drafts of meeting minutes promptly and efficiently, ensuring accuracy, clarity,
and adherence to established formatting guidelines, and are sent out to
Committee and Board members in a timely manner in line with the agreed
timescales.
Review
and proofread meetings minutes for clarity, spelling, and grammar making
necessary revisions before finalising.
Collaborate
with stakeholders to address any concerns or discrepancies in the meeting
minutes, ensuring their accuracy and approval.
Maintain
the agreed record-keeping system for meeting minutes, ensuring they are
properly filed and easily accessible.
Responsible
for following up Action Logs to arise from Committee and Board meetings with
respective Executive Team Management members to ensure actions are taken.
Responsible
for staying updated with organisational policies, procedures and relevant
guidelines to ensure compliance and consistency in minute taking practices
General
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
co-operate 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 hospices 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)
Job description
Job responsibilities
Job
Summary/Job Purpose:
Main purpose of role
Secretarial
Duties
As
an experienced minute taker, 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
Attend
meetings and other events within the organisation as mutually agreed, including
diary management, taking comprehensive and accurate minutes
Record
the attendance of Trustees and other attendees at meetings and record apologies
for absences
Utilise
active listening skills to capture and document key points, discussions,
decisions and action items during meetings.
Collaborate
with meeting organisers to understand the objectives, context, and desired
outcomes of each meeting.
Maintain
strict confidentiality and discretion in handling sensitive information
discussed during meetings.
Prepare
drafts of meeting minutes promptly and efficiently, ensuring accuracy, clarity,
and adherence to established formatting guidelines, and are sent out to
Committee and Board members in a timely manner in line with the agreed
timescales.
Review
and proofread meetings minutes for clarity, spelling, and grammar making
necessary revisions before finalising.
Collaborate
with stakeholders to address any concerns or discrepancies in the meeting
minutes, ensuring their accuracy and approval.
Maintain
the agreed record-keeping system for meeting minutes, ensuring they are
properly filed and easily accessible.
Responsible
for following up Action Logs to arise from Committee and Board meetings with
respective Executive Team Management members to ensure actions are taken.
Responsible
for staying updated with organisational policies, procedures and relevant
guidelines to ensure compliance and consistency in minute taking practices
General
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
co-operate 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 hospices 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.
- RSA/equivalent secretarial qualification.
- Audio typing.
Desirable
- Welsh communicator oral and written
- Shorthand
- IT qualification
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.
- Flexible with a pro-active and creative approach to problem solving.
Aptitude and Abilities
Essential
- 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.
Desirable
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 with multiple demands and prioritising workloads in a busy environment.
Desirable
- Experience of working in a charity or healthcare organisation.
Person Specification
Qualifications
Essential
- Able to demonstrate English and Mathematics to GCSE C GRADE.
- RSA/equivalent secretarial qualification.
- Audio typing.
Desirable
- Welsh communicator oral and written
- Shorthand
- IT qualification
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.
- Flexible with a pro-active and creative approach to problem solving.
Aptitude and Abilities
Essential
- 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.
Desirable
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 with multiple demands and prioritising workloads in a busy environment.
Desirable
- 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.
