Governance Officer

Governance Officer

Location: Maidstone, Kent

Job Type: Temporary

Duration of booking: This is a temporary role with no end date given.

Proposed start date: ASAP

Sector: Healthcare

Base: Hospital

Band: 6

Travel Purposes: This position will involve working cross site.

Remote Working Options: Yes, this position will involve working from home, as required (exact hours/days may be confirmed at interview stage).

Working Days and Hours: Monday to Friday, 37.5 hours per week.

Pay Rates:

£16 - 19 per hour paye per hour

£17 21 per hour paye inclusive of holiday

£20 - £24 umbrella per hour per hour umbrella per hour

Rates above are depending in skills and experience

Summary

Support the Deputy Trust Secretary and the Trust Secretary in delivering the highest standards of corporate governance in the Trust, ensuring compliance with the regulatory framework, Trust licence, relevant legislation, and Trust Constitution.

Ensure that meetings of the Board Sub-committees are run efficiently and effectively by providing comprehensive administrative support including minute taking and being a key contact for Committee members.

Provide comprehensive administrative service to the Board Sub committees as required and work on your own authority and initiative, prioritising your own time to ensure that deadlines are met, and work in collaboration with the Chair, Non-Executive Directors, Chief Executive and Executive Directors of the Trust, Executive Assistants supporting the Executive Team, and partnership organisations.

Job Purpose:

• Support the Trust Secretary in ensuring expenditure is within the department s budget.
• Provide high quality and effective methods of communication across the Trust including the Trust Board members ensuring effective arrangements are in place for the Board to communicate and engage effectively with Key stakeholders.
• Ensure that there is appropriate information flow within and between the Trust Board, its Sub-committees, and other stakeholders.
• Ensure that reports, supporting papers, minutes and action logs are available as required using advance keyboard skills in the compilation of these documents for each Committee.
• Build and maintain positive working relationships within and outside the Trust to support the effective functioning of the Corporate Services office.
• Required to deal with a diverse range of difficult and distressing situations on a regular basis, requiring resilience and emotional effort.
• Ensure that the Trust Board Sub-committee meetings are managed effectively to provide good governance; administering of these meetings including the collation of papers; minuting of the meetings; drafting agendas; producing action trackers and other related matters supporting each Committee chair as required.
• Ensure that sound procedures are followed for the management and control of documentation across the Trust for reporting to Sub-Committees and onwards to the Trust Board.
• Review and reprioritise workload independently in line with unplanned changes and conflicting priorities.
• Produce high quality written material including presentations, reports, letters, and papers for governance reporting through the Trust Board Sub-committees.
• Assist with information returns to external organisations such as the external auditors.
• Ensure Sub-committee papers are prepared and coordinated in line with best practice governance principles.
• Sense and accuracy check high level and detailed reports prior to publication in meetings packs.
• Ensure meetings are organised and run in accordance with the constitution and provide advice on the conduct of meetings.
• Use autonomous discretion as to when to involve Executive Directors, senior managers, including the Chair and Chief Executive, in service-related issues.
• Organise and plan the workload of the Trust Board Sub-Committees ensuring that the arrangements for meetings are managed effectively. This can include complex matters which require adjustment according to changing situations. Ensure that relevant meeting material is available, and that workflow is scheduled to ensure deadlines are met. Organise complex activities across Departments within the Trust and other external Agencies.
• Produce forward planning documentation such as Trust Board Sub-Committee annual work plans in line with statutory requirements, the constitution, reservation of powers and scheme of delegation, and committee terms of reference.
• Support the development of administrative arrangements that support the business of the Board Sub-committees allowing them to function efficiently and effectively.
• Assist with required reporting to the Board and Sub-Committees.
• Assist with the producing of the Trust Annual Report and the organisation of the Trust Annual Member/General Meeting.
• Provide cover (annual leave and other absence) for other members of the Trust Secretary team.
• To support the Deputy Trust Secretary; Trust Secretary and Director of Quality Governance with the development and administration of the Quality Governance structure, including the providing the secretariat for the meetings contained therein and ensuring appropriate escalation to the main Quality Committee

Skills, Experience and Qualifications

Experience of working in a Corporate Governance role

Minute taking experience, preferably at Board/Committee level.

Educated to degree level or with equivalent comparable work experience

Evidence of continuous professional development (desirable)

Membership of Institute of Chartered Secretaries and Administrators (ICSA), or equivalent (desirable)

Experience and knowledge of regulatory matters, NHS compliance, corporate governance and experience in an NHS Trust setting (desirable)

Awareness of best practice in relation to the organisation and conduct of high-level meetings

Track record of building personal and professional credibility, maintaining confidence, and establishing highly effective relationships with a range of stakeholders including Board and Committee members, management and staff

Strong evidence of experience in handling complex arrangements, including managing multiple deadlines.

Producing accurate and professional committee level minutes for corporate organisations

Reporting accurate, complete, and timely reports

Excellent communication skills, including the ability to communicate information/agreement with individuals at all levels

Understanding the relationship between the Trust Chair, Chief Executive, Executive and Non-Executive Directors

Ability to offer constructive and well thought through feedback to the Committee Chairs in order to support them effectively

Ability to exert influence to ensure objectives and deliverables are met

Excellent problem-solving and interpersonal skills

Excellent written and oral communication, attention to detail and the ability to write fluently with a good level of accuracy

Highly developed presentation skills, IT literate, email, and MS Office functions

Self-motivated with the ability to motivate others

Team player while able to work independently