Band 4 Governance Support Assistant | Birmingham Community Healthcare Nhs Foundation Trust

An exciting secondment opportunity has arisen for a Governance Support Assistant. This multi stranded role will provide a high quality administrative
service to support the Dental Division Governance Team and Senior Management team with a specific focus on co-ordinating, planning and
facilitating the operational delivery of mandatory training across the Division.
The post holder will be the first point of contact for the Division in the co-ordination of Mandatory training and the Dental Division Governance
Team to support an extensive clinical governance programme across Dental Services, which includes a wide range of projects relating to risk
management, Health & Safety, and meeting the regulatory requirements of external standards and inspection to include those undertaken by the
Care Quality Commission Standards of Quality and Safety.
The post is based at the Birmingham Dental Hospital & School of Dentistry at Pebble Mill.
The post holder is a member of the Divisional Governance Team and will be expected to work both independently and contribute to the overall
function of the Governance Team.
The post holder is responsible for the co-ordination and facilitation of a high level administrative function for both the Governance Team & Divisional Senior Management Team as a whole. This multi stranded role will provide a high quality administrative service to support the Governance Team & Divisional Senior Management team with a specific focus on co-ordinating, planning & facilitating the operational delivery of mandatory training across the Division. The post holder will be the first point of contact for the Division in the co-ordination of complaints & incidents reported via Datix’s. This information will be of a complex, sensitive & sometimes contentious nature. This role requires the post holder to work autonomously & manage conflicting priorities. The post holder will ensure the efficient & effective management of the Governance Team & Training Needs Analysis (TNA) for all staff groups across the Division. The post holder will be required to liaise with colleagues including peers in other Divisional Governance Teams, external stakeholders & provide appropriate advice to senior clinical staff & stakeholders. The post holder will be a crucial point of contact for members of the public for what may be sensitive discussions about emotive issues relating to Datix incidents and/or patient complaints. The post holder will provide appropriate advice to senior clinical staff and stakeholders.
Be Part of Our Team...
Birmingham Community Healthcare NHS Foundation Trust (BCHC) has more than 5000 staff working across Birmingham and the West Midlands
in a wide range of community nursing and specialist healthcare roles. BCHC delivers over 100 clinical services, in people's homes, health centres,
clinics and inpatient facilities. We deliver a wide range of services for children, young people, parents and families as well as adults and
community services, two community hospitals, services for people with learning disabilities, the internationally recognised West Midlands
Rehabilitation Centre and one of Europe’s leading Dental Hospitals and School of Dentistry. We deliver all of this with a commitment to integrated,
personalised care that is rooted in our local communities. We have an ambition to deliver outstanding, integrated care as one of the key NHS
providers in the West Midlands.
If you want to ‘Be Part of Our Team’ and work with a Foundation Trust which is continuously striving for better care and healthier communities, we
want to hear from you.
• Be the first point of contact for all communication into the Department, which can be via the telephone and/or email, and include Datix and/or complaints from members of the public. This can be a crucial point of contact for members of the public, staff and managers across the Trust. Many of the communication will be sensitive and emotional discussions where the post holder will be required to use empathy and negotiating skills to ensure a positive outcome.
• Manage email accounts for the Dental Governance Team, where the post holder will be expected to ‘triage’ all enquiries, resolve and redirect as appropriate, escalating as necessary.
• Post holder will be responsible for the co-ordination of all Datix’s related to Dental Services Division. This will include ensuring all deadlines are met. There may be conflicting priorities and this will need to be managed by post holder.
• Communicate information which requires tact or persuasive skills or where there are barriers to understanding effectively with a wide range of people including patients, colleagues, managers and members of the public, ensuring at all times a professional approach is presented.
• Responsible for managing own workload including planning and prioritising a number of complex activities which may require the adjustment of plans using the most appropriate system available and seeking support from colleagues as required.
• Ensure that established office systems, procedures and standards are maintained within the Governance Team, ensuring such systems compliment and adhere to the Dental Divisions, Trust and legislative standards. The post holder will also make suggestions to own working practices to improve service delivery.
• Provide support to staff in relation to mandatory training by:• Organising block training sessions with relevant trainers and the Learning and Development Team
• Arranging classroom training (liaising with the Learning and Development team).
• Helping staff access training courses online
• Sending reminders to Line Managers and staff
• Oversee the Divisions annual training programmes to include:• Organise classroom and e-learning training
• Organise any rooms or equipment needed
• Record and share training dates across the Division
• Produce training planners for each year
• Provide information and support to the Governance and Senior Management teams regarding mandatory training compliance including:• Providing monthly reports for the Governance Manager as required for submission at Divisional meetings.
• Maintain and update the internal mandatory training database, ensuring all information is accurate and completed ahead of deadlines.
• Liaise with managers to ensure training records are up to date and accurate
• Monitor and report compliance for agreed key performance indicators (KPI’s)
• Responsible for the arrangements and planning of any external courses/conferences/ events/local Divisional induction as directed by the Governance Team including processing study leave applications, arranging refreshments and room layout and production of course paperwork as required.
• Prioritise and triage all correspondence ensuring relevant matters requiring immediate attention and escalated to the Divisional Senior Management team as appropriate. The post holder will be expected to use high level of judgement to ensure correct allocation within the Department.
• Resolving or redirecting all enquiries escalating as appropriate to members of the Governance Team.
• Produce a range of high quality correspondence, letters, reports, presentations or spread sheets, ensuring all documents are accurate and produced to a high standard.
• Effective day-to-day diary management of meetings, cancelling and rearranging meeting room bookings as appropriate ensuring all commitments are recorded accurately and timely. Calendars may be shared or belong to individuals.
• Plan, co-ordinate and organise meetings as required including external stakeholders ensuring all relevant people are involved and resources allocated.
• Produce agendas and take formal minutes or action notes for identified meetings and complete any actions identified. Liaise with the meeting chair with any issues or items required and ensure timely circulation of agendas and minutes etc. within agreed timescales.
• Attend and actively participate in team meetings and discussions with colleagues and managers to make constructive suggestions as to how services could be improved within own work area, and implementing such changes with guidance from line manager
• To support the service during periods of short staffing levels by working with the Governance and Senior Management teams to identify and complete priority tasks.
• Initiating and leading on agreed service areas for the Governance Team in consultation with the Governance Manager. This could include adhoc project work i.e. annual flu campaign, smart surveys.
• Responsible for maintaining spreadsheets and databases within the Department and produce regular reports as required; the details of which may include production of documentation in readiness for Care Quality Commission (CQC) inspections.
• Contributing to development of the role to ensure an effective, efficient service by identifying and leading on areas of service improvement within the Governance Team.
• Ensuring appropriate hospitality is available and provided for visitors, organising meeting accommodation and car parking as appropriate.
• Supporting the governance administrative systems including incident reporting and reminders, safety alerts, in-house training, generic governance and mandatory training email accounts, communication and notice boards.
• Ensure all secretarial equipment and systems in the Governance Team are maintained in good working order, ensuring maintenance contracts and new equipment ordered as applicable.
Staff Recruitment and Human Resource Management
To be involved in the production of job descriptions, arranging advertisements, the organisation of short-listing and references, interviews and involvement in the interview process.
• The post holder will support the Governance Team and wider Senior Management Team in providing advice and support in relation to governance and mandatory training issues across the Dental Services.
• To be responsible for the setting up of mandatory training sessions and local induction for all new staff including documentation to support the sessions.
• To be responsible for confirmation of training compliance of all clinical staff across Dental Services Division and ensure the Electronic Staff Record (ESR) is updated accordingly.
• Recording annual leave, study leave applications and sickness absence for staff within the Governance Team on behalf of Governance Manager; the handling of associated expense claims and the production of monitoring reports as required. The post holder will ensure all accurate information is recorded via the ESR Manager Self Service system.
• To support the senior management team in resolving urgent governance related issues for relevant staff which would require tact and diplomacy.
• Maintaining and updating personnel files for those staff who directly report to the Governance Manager, ensuring confidentiality is preserved at all times.
• Participating in the recruitment process for all clinical staff across Dental Services Division to include supporting the local induction programme.
• Filing of personal and confidential documentation into staff personal files, ensuring the upkeep and archiving as appropriate in accordance with Information Governance legislation and best practice.
• Maintaining and reporting data relating to staff sickness, absence and annual leave in accordance with Trust and Service policy and guidelines.
• The post holder will be involved in organising and initiating teleconferences as required.
To undertake other duties commensurate with this grade of post in agreement with the relevant line manager.
This advert closes on Friday 12 Jan 2024