Minute Taker/ Admin assistant inSt Asaph inSt Asaph PUBLISHED 11 DEC 2023
St Kentigern Hospice r10mdOIZ
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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.
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)
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.
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
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.
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)
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.
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
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