Administrative Assistant

6 days ago

St Asaph, Denbighshire, United Kingdom St Kentigern Hospice Full time
Job Summary

St Kentigern Hospice is a leading healthcare organization based in St Asaph, offering a range of benefits to its employees. We are seeking an experienced Minute Taker to join our team, working 15 hours per week. The successful candidate will play a crucial role in documenting accurate and comprehensive minutes of meetings held within the Hospice.

Main Responsibilities
  • Attend meetings and other events within the organization as mutually agreed, including diary management and taking comprehensive and accurate minutes.
  • Record the attendance of Trustees and other attendees at meetings and record apologies for absences.
  • Utilize active listening skills to capture and document key points, discussions, decisions, and action items during meetings.
  • Collaborate with meeting organizers 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 meeting minutes for clarity, spelling, and grammar, making necessary revisions before finalizing.
  • 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 organizational policies, procedures, and relevant guidelines to ensure compliance and consistency in minute-taking practices.
Benefits

St Kentigern Hospice offers a range of benefits to its employees, including:

  • 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, with a pay progression system in place and alignment with the real living wage.
  • Occupational health support.
  • Education and training programs for all staff.
  • Provide equality of opportunity for all staff and volunteers.
  • We promote being a real living wage employer.
  • Enhanced benefits, including maternity/paternity and adoption leave, occupational sick pay, free flu jabs, bereavement leave and support, five weeks annual leave plus bank holidays, and a discounted staff menu.
Requirements

The successful candidate will possess:

  • Able to demonstrate English and Mathematics to GCSE C grade.
  • RSA/equivalent secretarial qualification.
  • Audio typing.
  • 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.
  • 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 organizational 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.
Experience

The successful candidate will have:

  • 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 prioritizing workloads in a busy environment.

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