Corporate Governance Officer and PA to the Chair and Trust Secretary (Band 5) - 317 Foundation [...]

Corporate Governance Officer and PA to the Chair and Trust Secretary (Band 5) - 317 Foundation Trust Secretary - The Newcastle upon Tyne Hospitals NHS Foundation Trust

The Newcastle upon Tyne Hospitals NHS Foundation Trust – Tyne and Wear

An exciting opportunity has arisen to join the Corporate Governance team who are a highly motivated and enthusiastic team as the Corporate Governance Administrator and PA to Chair and Trust Secretary.

We are looking for an experienced PA to provide high-quality secretarial and administrative support to the Chair and the Trust Secretary, ensuring optimal standards of efficiency, professionalism, responsiveness and confidentiality at all times. Responsibilities include:

• Robust diary management to coordinate meetings and to ensure the timely delivery of agendas, minutes and reports on behalf of the Chair and Trust Secretary;
• Assisting with minute-taking/the collation of papers for Executive Team and other Corporate meetings as required;
• Working collectively with Corporate Governance Team members to ensure that effective relationships between the Board of Directors, Council of Governors and Trust’s membership are maintained.

Working within our Corporate Governance Team, we are looking for someone who is:

• An excellent organiser and communicator with a proactive and friendly attitude, as well as team player;
• Focused, responsive and detail orientated;
• Able to multi-task and be flexible to work in a dynamic and fast-paced environment;
• Competent with Microsoft Office; and
• Able to work well under pressure to tight deadlines.

Key Responsibilities:

• To provide a comprehensive PA and admin service for the Chair and the Trust Secretary, ensuring optimal standards of efficiency, professionalism, responsiveness and confidentiality at all times.
• To support the Trust Secretary in ensuring all relevant legally required registers are established and maintained.
• Make decisions and take action on some matters of non-routine nature on behalf of the Chair and Trust Secretary.
• To assist with minute-taking/the collation of papers for Executive Team and other Corporate meetings as required.
• To organise and plan the diary to ensure the timely delivery of agendas, minutes and reports on behalf of the Chair and Trust Secretary.
• To work collectively with Corporate Governance Team members to ensure that effective relationships between the Board of Directors, Council of Governors and Trust’s membership are maintained.
• To support the Trust Secretary and Deputy Trust Secretary with delivery of the overarching corporate governance service provision to ensure compliance with the Trust’s regulatory framework.
• To book training, suitable room bookings, refreshments, travel and accommodation and car parking as required.
• To deal with telephone enquiries, taking notes and responding to queries.
• To coordinate the processing and payment of invoices.
• To manage the Allocate & ESR systems for Corporate Governance Team members.

Minimum Requirements:

• GCSE English Language and Mathematics at grade C or above (or equivalent qualification / experience).
• RSA 3 or equivalent qualification / experience.
• Minute-taking experience, as well as significant experience of working with Microsoft Office applications.
• Excellent communication skills, both written and oral.
• Experience of communicating with different audiences and different backgrounds at all levels and communicating sensitive issues and complex information in appropriate ways.
• Able to successfully prioritise own work and respond to deadlines.
• Experience of working with senior-level management.
• Strong interpersonal skills, for effective working with colleagues and internal customers.
• Ability to develop personal credibility with managers and to provide a proactive and high-quality customer-focused service.
• Ability to deal with interruptions, working within a busy and fast-paced environment.
• Alignment to Trust Values, Core Behaviours and Confidentiality principles.
• Flexible approach to working and the ability to work both independently and as part of a team.
• Ability to provide an effective, efficient corporate filing system.
• A calm professional manner.

Executive Team and Non-Executive Director Engagement:

• Proactively engage with Executive Team members and Non-Executive Directors, as well responding to Executive Team and Non-Executive Director queries on a timely basis.
• Enable and support Executive Team and Non-Executive Director engagement through outreach, social media and other avenues.
• Schedule, and monitor compliance with annual mandatory training requirements for Non-Executive Directors and Corporate Governance Team members.

Secretarial and Administration:

• Provide a comprehensive secretarial and administrative service to the Chair and to the Trust Secretary.
• Lead on the maintenance of effective systems for recording, controlling and responding to queries/requests.
• Support the provision of an efficient administration and clerical service to the Corporate Governance Team.
• Enable and support the Chair, Non-Executive Directors and Corporate Governance Team to fulfil their roles effectively by providing a high level of administrative support, including acting as first point of contact, taking enquiries via multiple communication channels and responding accurately and efficiently; sending out Trust communications; and facilitating effective two-way communication with the Board of Directors and other Trust Officers.
• Act as administrator for Executive Team and other corporate meetings, including arranging meeting dates and logistics; preparing and collating papers for distribution and publication; attending meetings; producing and circulating minutes; and coordinating the identification and completion of actions arising.
• Maintain all registers relating to the Board of Directors and the Trust Seal.
• Assist with developing and implementing a comprehensive Non-Executive Director induction and development programme, including arranging induction sessions; preparing and collating a ‘Welcome Pack’; coordinating the completion of paperwork; and, arranging and facilitating informal meetings, development sessions and training, liaising with NHS Providers as required.
• Assist the Trust Secretary to monitor budgets and expenditure relating to the Corporate Governance Team and Chair/Non-Executive Directors.
• Develop and maintain robust reference and confidential filing systems.

General Corporate Governance:

• Support the administration of Executive Team meetings and other Corporate meetings as and when required.
• Provide support and cover to other members of the Corporate Governance Team during busy periods and periods of leave.
• Carry out any other duties as may be required from time to time as instructed by the Trust Secretary.
• The post-holder has a duty and responsibility to comply with all components of the policies and procedures within the organisation and the wider NHS, such as the Trust’s Infection Prevention and Control Policy, ensuring compliance with any specific role responsibilities outlined within such policies.
• The postholder has a joint responsibility with their line manager for ensuring that the post-holder undertakes the mandatory training requirements for the role.
• The postholder has a duty and responsibility to comply with all components of the Trust’s Data Quality, Information Governance and Risk Management Policies, ensuring compliance with any specific role responsibilities outlined within these.
• Supports the Chair and Trust Secretary and has contact with staff in all parts of the organisation and regular contact with outside organisations.