Secretary to the Chief Executive

Stockton

Part Time

£11.11 per hour

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.

An opportunity has arisen for a Secretary to the Chief Executive. This role provides a comprehensive operational administrative support function to the Chief Executive, Director of Care and the Board of Trustees with particular focus on minute taking for committee and board meetings and ensuring the meetings are appropriately serviced with accurate and timely reports and documentation. As we are a small organisation the role is varied and engaging and you will have the chance to apply your knowledge proactively and learn and develop new skills.

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. Employees of the Organisation are required to comply with the Organisation’s Principles of Data Protection and Quality.

All staff are required to understand and comply with all relevant policies both Organisation-wide and departmental and to carry out duties in accordance with Butterwick Hospice Care Code of Conduct, NMC, CQC, fundraising information and financial standards and current legislation

All staff are required to take responsibility for attending statutory and mandatory training, and identify their training and development needs.

All staff must take responsibility for managing their own health, safety and wellbeing in accordance with departmental policy and legislation.

All staff will adhere to, and follow good infection control practices and other related policies and guidelines.

All staff have a statutory duty to safeguard children and vulnerable adults during the course of their duties and promote the welfare of children and young people. Employees must be aware of what to do if they have any concerns.

All staff will undergo an annual performance assessment and agree a personal development plan which will ensure that the objectives of the employee, department and organisation are achieved

All staff are personally accountable for improving and maintaining own knowledge and competence.

All staff will be aware of and support the working practices of any volunteers assisting with daily workload

All staff will be expected to undertake any reasonable additional tasks requested by their manager or senior manager of the organisation

Standards of Business Conduct

The post holder will be required to comply with the Company’s Standing Orders and Standing Financial Instructions and, at all times, deal honestly with Butterwick Hospice Care, with colleagues and all those who have dealing with the Company including clients, patients, service users and other suppliers and stakeholders.

PERSON SPECIFICATION

Qualifications and Education

ESSENTIAL:

  • Good level of education with a minimum of 5 GCSE or equivalent including English and Maths Grade C or above
  • A recognised qualification in Secretarial, PA or Administration related subject or significant relevant experience
  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.

DESIREABLE:

  • Experience of providing support for upper-level management within an administrative role.

Knowledge and Experience

ESSENTIAL

  • Proficient in use of IT systems, administrative software and software programmes such as Outlook, Excel, Word, PowerPoint and Access.
  • Experience in dealing with the public and dealing with sensitive and confidential information.
  • Experience of preparing reports, undertaking presentations and handling data and the ability to present data in a succinct and well-written manner.
  • Demonstrable experience of professional accurate minute taking, compiling and distributing Board packs and supporting committees

DESIRABLE

  • Understanding of confidentiality and the Data Protection Act (GDPR).

Skills and Abilities

ESSENTIAL

  • Strong interpersonal skills and clear communicator with the ability to work with and build relationships with stakeholders, including staff, board members, colleagues of the CEO, external partners and donors.

Specifications

ESSENTIAL

  • Advanced communication skill and confidence to communicate sensitive and complex information to a range of staff and stakeholders
  • A self-motivator, able to work independently and within a team, with professional discretion, adaptable and able to learn quickly.
  • Excellent writing, editing, grammatical presentation and organisational skills.
  • Excellent management, time-management, and problem-solving skills.
  • Able to work on own initiative and plan, organise, coordinate, and motivate colleagues
  • Ability to recognise and manage challenging situations in a calm and professional manner.
  • Ability to identify issues and problem solve in a pragmatic way, often when working under pressure.
  • Strong attention to detail
  • Able to work flexible hours when the need arises.
  • Commitment to continuing professional development and willing to undertake training.

DESIRABLE

  • Full driving licence

Benefits:

  • Additional leave
  • Company pension
  • On-site parking
  • Sick pay

Schedule:

  • Day shift
  • Part Time

You can apply by filling out an application form here, or apply directly on indeed.

Application deadline: 12/08/2022