Secretary / Admin Assistant

To provide a full range of administrative/secretarial services to support the lead chaplain and the spiritual care team.

To work as part of the departmental team, but also work autonomously using their own initiative and flexibility in daily decision making.

Develop and maintain efficient communication links with internal and external agencies.

To effectively carry out all tasks associated with spiritual care administration, including maintenance of an on call rota, duty sheets, local databases.

The department is responsible for the provision of spiritual and religious care for patients, carers, staff and volunteers, regardless of their beliefs or life stance. It acts as a resource for clinical staff in assuring appropriate and sensitive care for people of different faith backgrounds and provides a link into community faith and belief groups. The department provides a 24/7 on call service to patients and staff members.

As part of the Nursing and quality, the Spiritual Care Department provides training and education in spiritual care to staff and works to support a sense of organisational spirituality

The Princess Alexandra Hospital NHS Trust (PAHT) provides a full range of general acute, outpatient and diagnostic services at The Princess Alexandra Hospital in Harlow, the Herts and Essex Hospital in Bishop’s Stortford, and St Margaret’s Hospital in Epping.

We employ 3,500 staff and serve a local population of around 350,000 people living in west Essex and east Hertfordshire, centred on the M11 corridor and the towns of Harlow, Bishop’s Stortford and Epping. Our extended catchment area incorporates a population of up to 500,000 and includes the areas of Hoddesdon, Cheshunt and Broxbourne in Hertfordshire.

Our Values

The Princess Alexandra Promise to our patients as identified by our 3 values which will contribute to improving our patient experiences:
Patient at heart
- Always holding the patient and their wellbeing at the centre of our thoughts and efforts

Everyday excellence
- Sharing and celebrating our successes, being honest when we get it wrong, giving us the ability to learn from both

Creative collaboration
- Knowing strength comes from diversity, we combine our experiences, skills and talents, working together to find new and better ways to care

The Trust believes in investing in all our staff and rewarding high standards of care whilst building for excellence and in return we expect our staff to uphold the Trust values to the highest level.

Provide a comprehensive secretarial and administrative service for the Spiritual Care Department, including:

- Typing, including audio typing
- Filing, including maintaining Project Files and confidential personnel records.
- Photocopying
- Minute taking and the administration of external committees

Maintenance of Spiritual Care database, including accurate data input and retrieval of relevant information for collating periodic figures/reports using inbuilt database functions.

To manage all aspects of document retrieval, filing and bring forward systems ensuring that protocol standards and accuracy are maintained.

To collect, prioritise and distribute incoming and outgoing correspondence

Directing and prioritising queries as to ensure efficiency and effectiveness in service delivery

Maintain departmental appointment diaries where requested

Arrange and co-ordinate meetings / teaching sessions, including booking venues, ensuring supporting papers are available, taking and distributing meeting notes and minutes.

Reporting of equipment / building / fabric repairs / damages to relevant departments

To record, prepare and distribute minutes and follow up any action points if required

To assist in arranging and preparing presentations