Chaplaincy Administrator

2 weeks ago

London, Greater London, United Kingdom Barts Health NHS Trust Full time

Job overview

We are looking for an enthusiastic, efficient, and experienced Administrator to provide administrative support to the multi-faith Chaplaincy team. The role will involve the coordination and implementation of office procedures and will require a high degree oforganisational ability and excellent working knowledge of administrative systems. The postholder will sometimes be the first point of contact and a focal point for the Chaplaincy service and will require clear communication and liaison skills. They will be responsible for managing and prioritising their own workload and will be required to use their own initiative.

Main duties of the job

The main duties of this job include:

·Organising and updating of rotas across sites to ensure on-call cover is available

·Answering the telephone and monitoring voicemail across sites and liaising with site lead chaplains

·Taking minutes from regular team meetings and at other meetings as required

·Ensuring office equipment across the sites is in good working order

·Monitoring and ordering liturgical/stationery supplies for the team as required

·Gathering monthly returns from staff for Health Roster completion

·Printing of liturgical and teaching resources

·Assembling monthly returns for Bank Chaplains and to assist with calculations for their remuneration

·Supporting all administration aspects of the volunteer and student programmes

·Supporting the administrative aspects of the recruitment/induction processes

·Ordering of all employment files/appraisal paperwork

·Gathering statistical information for ongoing UKBHC audit exercise

·Ensuring that Chaplaincy website pages are regularly updated

Working for our organisation

Barts Health is one of the largest NHS trusts in the country, and one of Britain's leading healthcare providers.

The Barts Health group of NHS hospitals is entering an exciting new era on our improvement journey to becoming an outstanding organisation with a world-class clinical reputation. Having lifted ourselves out of special measures, we now have the impetus and breathing space to chart a fresh course in which we are continually striving to improve all our services for patients.

Our vision is to be a high-performing group of NHS hospitals, renowned for excellence and innovation, and providing safe and compassionate care to our patients in east London and beyond. That means being a provider of excellent patient safety, known for delivering consistently high standards of harm-free care and always caring for patients in the right place at the right time. It also means being an outstanding place to work, in which our WeCare values and behaviours are visible to all and guide us in how we work together.

We strive to live by our WeCare values and are committed to promoting inclusion, where every staff member has a sense of belonging. We value our differences and fully advocate, cultivate and support an inclusive working environment.

Detailed job description and main responsibilities

We are dedicated to being an outstanding place to work and will work with you to get the best experience. We know flexible working is not a one size fits all and will mean something different to everyone. We are inclusive, so if you are interested in flexible working, please speak to the recruiting manager.

The full job description provides an overview of the key tasks and responsibilities of the role, and the person specification outlines the qualifications, skills, experience, and knowledge required. For both documents, please view the attachment/s below.

Person specification

Qualifications

Essential criteria

NVQ Level 3 qualification or equivalent including good standard of English and Maths HNC level in business, administrative discipline or equivalent

Experience

Essential criteria

Demonstrable experience in an office administrator role or equivalent including diary management, dealing with correspondence/enquiries, preparation of meeting papers and general administrative duties. Experienceof working with patients, families, and staff, forming good relationships Experience of working with senior staff within a multi-cultural, multi-faith environment Experience of successfully working within tight time frames and to deadlines Experience of working on own intiative and as part of a team

Knowledge

Essential criteria

Awareness of Data Protection legislation and appreciation of the need for discretion and confidentiality in the workplace. A good working knowledge of Microsoft packages (eg Outlook, Word, Powerpoint, and Excel) Financial awareness

Skills

Essential criteria

Advanced keyboard skills with proven speed and accuracy Strong communication skills an excellent telephone manner and a good command of English, punctuation, and grammar Excellent organisational skills with the ability to manage the time of self, prioritising tasks to meet challenging deadlines Ability to relate sensitively to a wide range of people, some of whom may be distressed

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