- Grade: Band 4 (£21,892 to £24,157 per annum)
- Contract: Fixed-term for six months
- Hours: Full time 37.5 Hours Per Week
- Site: Doncaster Royal Infirmary
- Closing date: 18 April 2021
- Apply for this position here.
Job overview
An exciting opportunity has arisen within the Trust Board Office team, for a highly motivated, organised and experienced individual to join this dynamic team as a Corporate Governance Officer for a fixed term/secondment period of six-months.
Working at the heart of the organisation, the post-holder will support the Deputy Director Corporate Governance/Company Secretary and will be responsible for servicing meetings which include Board Committee meetings, Executive Management meetings, and the Council of Governors meetings.
The post-holder will be responsible for producing high-level, formal minutes for approval within tight timeframes.
The Trust Board Office is entering an exciting period, which the post-holder will experience by providing support to the Council of Governor elections, the annual members meeting, and the annual members lecture, being held virtually for the first time.
Main duties of the job
This role is pivotal to the effective and efficient running of the Corporate Trust Board office and is influential in our trust business.
The main duties of the role include supporting the Deputy Director Corporate Governance/Company Secretary in providing a high-quality service to the Board of Director and Council of Governor committee meetings, including drafting agendas, taking notes/writing minutes and maintenance of the committee action logs, chasing updates when required.
Applicants should be highly organised and enthusiastic with excellent communication skills.
They should also have strong administration and minute-taking skills to ensure outstanding quality in their work, be motivated and ambitious with a “Can Do” attitude.
They will be responsible for the continuous administrative system development.
Working for our organisation
Our organisation is driven by our strategic objectives and organisational values and we look for people who are strongly aligned with them.
The Trust Board Office team is based at Doncaster Royal Infirmary and includes the Executive corporate secretariat.
This vacancy would suit a highly motivated and organised individual who is looking to join a team that would provide insight and the experience of working alongside very senior members of the organisation.
This is a vacancy for 6 months and could be offered as an internal secondment, therefore please discuss with your current line manager before expressing an interest if you are an internal applicant.
Detailed job description and main responsibilities
To ensure the smooth running of the business of the Trust Board Office. To act as the first point of contact for the Trust Board Office, and deal promptly with enquiries, exercising judgement and taking immediate action if necessary.
The post requires excellent organisational skills, and the ability to work independently, frequently exercising tact, discretion, initiative and judgement.
The postholder must project a professional and confident image at all times.
To provide a comprehensive and customer focussed administrative support service to the Trust Board Office, including, as appropriate:
- prioritisation of work in accordance with executives’ needs, including redirection of work and negotiation regarding deadlines where appropriate
- diary management, including prioritisation of diary commitments
- meeting administration (including scheduling, drafting agendas and work plans, and preparation of meeting papers)
- drafting of reports and briefing papers from scratch
- correspondence management, including management of emails; responding to correspondence and ensuring follow-up action where appropriate
- production of Board-level minutes and action notes, and for all Board sub committees and governor led committees
- action point / action plan tracking, including chasing up actions and deadlines as required
- completing data returns and the collation of documentation (appraisal data, meeting attendance etc)
- development and maintenance of appropriate filing and records management systems, including databases (e.g. Membership and Governor databases)
- ensure stocks of stationary and other office supplies are maintained to support the efficient operation of the Corporate Secretariat
- distribution of internal and external documents and briefings as required
- Develop and maintain effective working relationships with executive and non-executive directors; and other key stakeholders.
- Maintain confidentiality of issues at all times and demonstrate diplomacy in dealing with issues of a sensitive nature.
other general administrative support, including provision of comprehensive support to Non-Executive Directors, Governors and senior managers served by the Corporate Secretariat.
Person specification
Experience
Essential criteria
- Board-level committee administration and minute taking skills
- General knowledge of corporate governance systems and procedures
Desirable criteria
- Experience of working within the NHS
- Experience of working in a complex environment with significant regulatory/statutory control
Qualifications
Essential criteria
- Further education level office management or equivalent experience
- Advanced level use of IT systems such as Excel, Word, Access.
Desirable criteria
- Higher education level office management or equivalent experience.
- ECDL (Advanced) or equivalent
Skills
Essential criteria
- Highly effective interpersonal, communication, verbal and influencing skills.
- Able to liaise with stakeholders, external organisations and colleagues at all levels of the organisation
- Ability to prioritise and plan workload, working under pressure to achieve multiple deadlines
- Ability to identify and use appropriate levels of confidentiality
Desirable criteria
- Experience of working closely and communicating with senior management