Job summary We are seeking an exceptional and passionate candidate to help us achieve our vision of outstanding Corporate Governance. You will be someone who is looking for a challenge and an opportunity to learn and develop rather than looking for "just a job". You will enjoy working in a complex, fast-paced environment and cope well with pressure, ambiguity, and changing demands. You will be highly organised, a self-starter, confident and prepared to go the extra mile on a daily basis. Rewarding you We will expect a lot of you and we will offer a lot in return. You will benefit from support and working in close collaboration with the rest of our committed team. You will get exposure to many areas of the Trust, including the Board and senior leadership team, opening multiple career opportunities for the future. We will invest in your personal development through training and professional development. The Trust also offers an excellent contributory pension scheme and 27 days annual leave on appointment (increasing with length of service). We are committed to providing a culture of continuous learning which actively supports the professional and personal development of our staff. Additional working pattern details: Some work outside of core office hours (9-5) will be required, e.g. to support evening meetings/events Main duties of the job We are looking to recruit an enthusiastic individual to help us operate the processes supporting the effective running of the Trust. The purpose of the Corporate Governance Administrator's role is to provide efficient and effective administrative support to the Trust's Corporate Governance team and take the lead on allocated aspects of support to the Board of Directors, Council of Governors and their Committees/Groups. This includes taking notes and minutes of meetings, organising meetings and events; managing correspondence; maintaining information or databases; obtaining stationery supplies, management of inboxes; and undertaking other support activities. The individual will also have the opportunity to work on governance projects, enabling them to develop their skills and wider NHS knowledge. About us Gloucestershire Hospitals NHS Foundation Trust is one of the largest hospital trusts in England, delivering services from two general hospitals in thriving Gloucester and beautiful regency Cheltenham. Gloucestershire has excellent transport links and stunning countryside, and was recently ranked in the top three places to live in the UK. Gloucestershire Hospitals has a £500m annual operating income, 960 beds, over 125,000 emergency attendances and nearly 800,000 outpatient appointments each year. We have over 9,000 members of staff who are committed to providing high quality acute elective and specialist services under our vision of 'Best Care For Everyone' to a diverse population of almost 630,000. Date posted 11 February 2025 Pay scheme Agenda for change Band Band 3 Salary £24,071 to £25,674 a year per annum Contract Fixed term Duration 12 months Working pattern Full-time Reference number 318-25-T0133 Job locations Cheltenham General Hospital Sandford Road Cheltenham GL53 7AN Job description Job responsibilities The Corporate Governance Administrators will provide efficient and effective administrative support to the Trusts Corporate Governance team, taking lead on the allocated aspects of support to the Board of Directors, Council of Governors and their Committees/Groups. This could include organising meetings and events; taking notes and minutes of meetings; filing and copying; managing correspondence; maintaining information or databases; obtaining stationery supplies; and undertaking other support activities. The Corporate Governance Administrator will also act as Assistant to the Corporate Governance Team as required (e.g. diary and email management). The Corporate Governance Administrator will work as part of the Corporate Governance Team, currently comprising of the Director of Integrated Governance, Trust Secretary, Deputy Trust Secretary, Corporate Governance Officer and the Executive Assistant to the Director if Integrated Governance. The post holder will work closely with the Trust Secretary, Deputy Trust Secretary, Corporate Governance Officer as well as the Director of Integrated Governance, the Trust Board and Governors and the Executive Assistants. They will develop relationships with staff throughout the Trust. Where appropriate, the post holder will interact with the members of the public and their peers outside the organisation. Main Duties and Responsibilities The Corporate Governance Administrator will be expected to: Board of Directors and Committees - Draft the agendas for the allocated Committees for agreement with the relevant Chair, and, once approved request papers. - Ensure the arrangements for meetings and the scheduling and distribution of agendas and papers for the Board of Directors and allocated Committees, including uploading the papers to Admin Control - Accurately record and minute the allocated Committee and Group meetings, produce the minutes in a timely manner, circulate as appropriate and keep any action lists up to date. - Deal with questions from Governors to the Board of Directors and action as required; maintain Governors Log, and from members of the public to Governors. Draft the Governors briefings. Governance and Compliance - Develop and manage effective filing and administrative systems which meet the requirements of the Board of Directors and Council of Governors in line with the Trusts Information Governance policy and procedures. General -Undertake the administration of Admin Control (Board portal software). - Manage the Corporate Governance, Governors, and Membership inboxes. - Manage the Corporate Governance Outlook calendar and Corporate Governance Team members calendars and emails in times of absence. - Raise (purchase) orders for the Corporate Governance Team. - Manage Corporate Governance Teams databases, contact lists, tracking systems etc. supporting regulatory compliance, the Board of Directors, Council of Governors and members. - Ensure adequate stationery is available and apply stock control to items requested by the Team. - Respond to enquiries from members of the public, members and Governors. - Assist with arrangements for Non-Executive Directors & Governors visits, and share information on events Governors are being encouraged to attend. - Assist with arrangements for the induction and training of Governors and booking attendees on relevant courses. The Corporate Governance Administrator will also be expected to undertake any other duties appropriate to the grade as requested by the Corporate Governance Team. Job description Job responsibilities The Corporate Governance Administrators will provide efficient and effective administrative support to the Trusts Corporate Governance team, taking lead on the allocated aspects of support to the Board of Directors, Council of Governors and their Committees/Groups. This could include organising meetings and events; taking notes and minutes of meetings; filing and copying; managing correspondence; maintaining information or databases; obtaining stationery supplies; and undertaking other support activities. The Corporate Governance Administrator will also act as Assistant to the Corporate Governance Team as required (e.g. diary and email management). The Corporate Governance Administrator will work as part of the Corporate Governance Team, currently comprising of the Director of Integrated Governance, Trust Secretary, Deputy Trust Secretary, Corporate Governance Officer and the Executive Assistant to the Director if Integrated Governance. The post holder will work closely with the Trust Secretary, Deputy Trust Secretary, Corporate Governance Officer as well as the Director of Integrated Governance, the Trust Board and Governors and the Executive Assistants. They will develop relationships with staff throughout the Trust. Where appropriate, the post holder will interact with the members of the public and their peers outside the organisation. Main Duties and Responsibilities The Corporate Governance Administrator will be expected to: Board of Directors and Committees - Draft the agendas for the allocated Committees for agreement with the relevant Chair, and, once approved request papers. - Ensure the arrangements for meetings and the scheduling and distribution of agendas and papers for the Board of Directors and allocated Committees, including uploading the papers to Admin Control - Accurately record and minute the allocated Committee and Group meetings, produce the minutes in a timely manner, circulate as appropriate and keep any action lists up to date. - Deal with questions from Governors to the Board of Directors and action as required; maintain Governors Log, and from members of the public to Governors. Draft the Governors briefings. Governance and Compliance - Develop and manage effective filing and administrative systems which meet the requirements of the Board of Directors and Council of Governors in line with the Trusts Information Governance policy and procedures. General -Undertake the administration of Admin Control (Board portal software). - Manage the Corporate Governance, Governors, and Membership inboxes. - Manage the Corporate Governance Outlook calendar and Corporate Governance Team members calendars and emails in times of absence. - Raise (purchase) orders for the Corporate Governance Team. - Manage Corporate Governance Teams databases, contact lists, tracking systems etc. supporting regulatory compliance, the Board of Directors, Council of Governors and members. - Ensure adequate stationery is available and apply stock control to items requested by the Team. - Respond to enquiries from members of the public, members and Governors. - Assist with arrangements for Non-Executive Directors & Governors visits, and share information on events Governors are being encouraged to attend. - Assist with arrangements for the induction and training of Governors and booking attendees on relevant courses. The Corporate Governance Administrator will also be expected to undertake any other duties appropriate to the grade as requested by the Corporate Governance Team. Person Specification Experience Essential Experience of minuting committee level or working group meetings Ability to gather, analyse and present information in an effective and appropriate manner Able to use own judgment and initiative Desirable Experience of working in the NHS Experience of working with Board Members and Governors Qualifications Essential A Levels or equivalent level of education GCSE Maths and English at grade C or above Desirable Educated to degree level NVQ in Administration level 4 Knowledge Essential Proven ability to plan, organise and coordinate meetings, activities and programmes Producing agendas, papers and formal minutes in a timely and efficient manner Ability to prioritise workload and work to deadlines Excellent keyboard skills Computer literate in MS Word, Excel, PowerPoint, Outlook/Diary management Person Specification Experience Essential Experience of minuting committee level or working group meetings Ability to gather, analyse and present information in an effective and appropriate manner Able to use own judgment and initiative Desirable Experience of working in the NHS Experience of working with Board Members and Governors Qualifications Essential A Levels or equivalent level of education GCSE Maths and English at grade C or above Desirable Educated to degree level NVQ in Administration level 4 Knowledge Essential Proven ability to plan, organise and coordinate meetings, activities and programmes Producing agendas, papers and formal minutes in a timely and efficient manner Ability to prioritise workload and work to deadlines Excellent keyboard skills Computer literate in MS Word, Excel, PowerPoint, Outlook/Diary management 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 Gloucestershire Hospitals NHS Foundation Trust Address Cheltenham General Hospital Sandford Road Cheltenham GL53 7AN Employer's website https://www.gloshospitals.nhs.uk/ (Opens in a new tab)