About this role
Job summary Provide a brief summary of the role, its purpose within the team or department, and how it contributes to the wider organisation. This should be a high-level overview that gives candidates a clear idea of what the job is about.
To provide an effective, efficient and comprehensive secretarial and administrative service to the Spiritual and Religious Care Department. As the first point of contact with the department, the position is more than an admin role due to the nature of the situations and referrals that come to the department, which requires a calm and pastoral demeanour, especially when dealing with difficult phone enquiries and referrals.
Main duties of the job The chaplaincy or spiritual care department works across the hospital to provide pastoral, spiritual, and religious care to any patient, their relatives, carers, staff, and volunteers who wish to see a chaplain, whatever their beliefs, religious tradition, or life stance. The department acts as a resource for clinical staff to ensure appropriate and sensitive care for people of different faith backgrounds and provides a link to community faith and belief groups. The department provides a 24/7 on-call service to patients and staff members.
SCOPE AND RANGE To provide a full range of administrative/secretarial services to support the Head of Chaplaincy, 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. To empathically and sensitively receive occasional phone calls from distress people seeking spiritual care support.
About us The Princess Alexandra Hospital NHS Trust (PAHT) is proud to care for the communities of West Essex, delivering safe, compassionate, and high-quality services. We are part of the Neighbourhood Wave; a national programme thats changing how care is delivered by focusing on prevention, early support, and more joined-up services across health, social care, and the voluntary sector.
This means were working more closely with local partners to bring care closer to home and support people to live healthier, more independent lives.
Were a supportive and inclusive organisation that values its people. We offer development opportunities, flexible working, and a strong focus on wellbeing. As a Disability Confident and equal opportunities employer, we welcome applicants from all backgrounds and experiences.
Join us and help shape the future of care in West Essex.
Job description Job responsibilities
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
Person Specification
Qualifications Essential
RSA3 / SVQ3 / NC in Secretarial Studies / Business Studies or equivalent 3 GCSE or equivalent
Desirable
Previous experience in hospital trust environment Audio typing
Experience Essential
Minimum of 2 years experience in a secretarial / office administration role Proficient IT skills which include a full working knowledge of Microsoft packages Ability to follow instructions and use initiative within sphere of responsibility
Desirable
Experience of handling Complaint and difficult conversations Ability communicate effectively with external groups and organisations
Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer details Employer name The Princess Alexandra Hospital NHS Trust
Address The Princess Alexandra Hospital
Harlow
Essex
CM20 1QX
United Kingdom
Employer's website https://www.pah.nhs.uk (Opens in a new tab)