Chaplaincy Administrator

Detailed job description and main responsibilities 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 Use of Trust’s information systems and e-mail to facilitate the smooth and effective running of the department 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 EQUIPMENT & MACHINERY PC - The jobholder will use this on a regular day-to-day basis, as the use of a computer is essential in carrying out their duties e.g. Word, Access, Excel, PowerPoint, Microsoft Outlook. Photocopier - The jobholder will use this to duplicate reports and other paper based information. Telephone – The jobholder will use this on a day-to-day basis, as the use of a telephone is essential in carrying out duties. Scanner – the post holder will use this to convert pages of text/drawings to electronic format for electronic transmission and to attach to the database. Laptop computer – used to take to meetings when providing presentations. Data projector – used at meetings alongside the laptop computer when providing presentations. SYSTEMS Paper and electronic records relating to project management including: Management approval records and template letters Project Files – maintenance, creating, updating Standard Operating Procedures (SOPs) (maintaining) Electronic data storage and manipulation e.g. Word, Access, Excel, PowerPoint DECISIONS & JUDGEMENTS At times the post holder will require to make decisions without direction of senior staff as they are often the first point of contact for the department The post holder has access to senior staff to advise on more complex matters if required Daily prioritisation of workload, the preparation of letters, memos and other correspondence for signature The use of discretion when handling and screening highly sensitive information e.g patient/staff referrals, staff personal files, incident reports, telephone calls from individuals seeking support or guidance. The post holder has day to day responsibility for the effective and efficient management of their own workload Other administrations duties to ensure the efficient and effective running of the Spiritual Care Department are carried out as directed by the lead chaplain. COMMUNICATIONS & RELATIONSHIPS Regular contact via telephone, letters fax and e-mail with internal and external contacts. As first point of contact with the department it is important that the post holder has a responsive and informative approach and maintains a calm demeanour when dealing with difficult calls. Communications can contain confidential or sensitive information – a high degree of discretion is always required Internal Spiritual Care Team Clinical and Non-Clinical Support Services e.g. Clinical Directorates, Finance, HR, etc. Volunteer services External Community faith and belief group representatives Other Trust’s spiritual care departments General public enquiries DEMANDS OF THE JOB (physical, mental, emotional) Physical Physical skills required for high degree fast and accurate typing using a PC keyboard Physical demands also involve retrieval and filing of departmental documentation Sitting for long periods of time in one position – typing / administrative work / answering telephone

Note

Vacancy may close early if maximum numbers of applicants reached