Secretary to The Chief Executive

Are you organised, have strong attention detail, highly developed minute taking skills and thrive in a busy environment?

Then this could be the job for you

Butterwick Hospice Care is the largest independent Hospice serving the areas of the Tees Valley, County Durham, North Yorkshire, and Wearside. We are a registered Charity which exists to freely provide in patient and day services to adults and children suffering from life limiting illnesses. We also provide supportive services to patients’ families and loved ones. We rely on the donations and fundraising of people and businesses across the communities we serve to fund our services.

This is a great opportunity for an experienced secretary with extensive minute taking experience to join a charitable organisation in the Stockton area. We are looking to recruit a dynamic, motivated professional who is hands-on in their approach, and has a keen eye for detail. The right person for this role should enjoy working independently and as part of a team. You will have;
- demonstrable experience of professional accurate minute taking, compiling and distributing Board packs and supporting committees
- A recognised qualification in Secretarial, PA or Administration
- Experience of providing support for upper-level management within an administrative role.
- Strong organizational skills that reflect ability to perform and prioritize seamlessly with excellent attention to detail.

**JOB PURPOSE**

Provide a comprehensive operational administrative support service to the chief executive, director of care and trustees, playing a key role in communication between board members and management team.

Responsible for the overall administration of a number of hospice meetings, supporting the board committees including co-ordination of yearly plan of meetings, booking and preparing venues (AV equipment, virtual meetings etc.), preparing and distributing agenda/supporting papers, taking minutes and managing responses to actions

Responsible for the provision of a range of core documentation including board reports, performance reports, action plans and business cases, ensuring timely, accurate and concise submission to support the governance structure and attainment of KPIs and organisational objectives.

**KEY RESPONSIBILITIES**

Collate and check all meeting papers for accuracy and presentation in advance of distribution, liaising with report author to amend/update

Accurately transcribe formal minutes for key meetings in a timely manner ensuring minutes are a true record of discussions

Collate and distribute meeting packs to attendees, either in hard copy or electronically, maintaining a library and archive of meeting papers

Maintain action logs/records of key meetings sharing actions as appropriate and in a timely manner

Maintain an efficient office filing system ensuring the security of confidential and sensitive documents

Communicate both internally and externally on the CEO’s behalf with Trustees, members of the Senior Management Team, other Hospice staff, volunteers, the business community, local councils, solicitors, Members of Parliament and members of the public in a professional, tactful and diplomatic manner, both in person and on the telephone.

Provide administrative liaison to the board of North East Hospices Lottery (NEHL) and manage board activities, which include coordinating quarterly board and committee meetings, and compiling, assembling, and distributing board meeting materials

Provide support and assist in the coordination of any submissions or information collation in relation to CQC requests, visits or inspections

Coordinate the agenda of board, committee and management team meetings. Take and produce accurate minutes or account of the meetings and designates and follow up on assigned action items to ensure completion.

Responsible for dealing with all corporate communications and legal affairs. Maintain a register of complaints and deal with these in accordance with policy and procedures

Complete any data submissions or paperwork associated with the role, including but not limited to: activity and performance info, reports, absence records, annual leave information, and communications, ensuring information is accurate and timely.

Maintain register of directors and trustee’s declaration of interests.

Oversee a delegated budget, through the maintenance of effective resource management. Report any variances to expected expenditure and resource usage.

Maintain personal and professional competencies and development. Make changes to own practice where required and offer suggestions for improving services where appropriate.

Problem solving and dealing with issues as a first level response escalating to relevant service

**All**

All staff must safeguard the integrity, confidentiality and availability of sensitive information at all times, this includes information relating to patients, individual staff records, colleagues and contracts. Em