Job summary
An exciting opportunity has arisen within the Corporate Governance Team. We are looking to recruit a Corporate Governance Projects Assistant to provide support to various corporate governance projects and to provide an administrative and reception function.
You will have knowledge and experience of administrative and office systems and processes, including experience of secretarial and minute-taking. The postholder will be required to have excellent communication and customer service skills with the ability to communicate at all levels across the organisation and with external stakeholders.
If you would like more information about the role, please contact Daljit Bains, Head of Corporate Governance via email at Daljitkaur.bains@nhs.net.
Main duties of the job
The Corporate Governance Projects Assistant will:
1. Be responsible for ensuring that the organisation has in place sound, integrated corporate governance arrangements, policies, procedures, and structures for compliance with legal, constitutional, regulatory, and risk management requirements.
2. Liaise with appropriate functions within the organisation and across external organisations, ensuring information is properly managed and best practices are shared across the organisation.
3. Provide a secretarial and administrative service to the appropriate meetings/committees, arrange and diarise meetings, and document discussions and decisions. This will involve ensuring that agendas and papers are sent out to meeting/committee members in a timely way and in accordance with good governance practices.
4. Be the first point of contact for visitors and members of the public, demonstrating a high level of customer service skills and promoting the service positively while maintaining a warm and welcoming environment.
5. Be accountable for adherence to a number of policies in relation to the running of reception and overseeing stationery ordering, room bookings, travel bookings, and management of similar corporate facility-related activities.
About us
We are looking to recruit a Corporate Governance Projects Assistant to support the Corporate Governance Team. The Corporate Governance Team plays a critical role in the development, review, and embedding of corporate governance systems and processes across the organisation to ensure statutory and constitutional compliance.
Job responsibilities
Key responsibilities will include:
1. Supporting projects undertaken within the team, including risk management-related projects, health and safety projects, and corporate committees, while being responsible for the reception function.
2. Supporting research/compilation of data; preparing and producing reports to a high standard within tight timescales; attending meetings; minute-taking; and administering workshops to enable the production of action plans and accurate reports.
3. Providing comprehensive secretarial and administrative support to the Head of Corporate Governance as appropriate.
4. Acting as a meeting/committee clerk and being responsible for the efficient administration of meetings, including preparation of agendas, collating and distribution of papers, and taking accurate minutes for various corporate meetings.
5. Organising and coordinating meetings and events with both internal and external bodies.
6. Operating in a demanding and complex environment to ensure effective use of time and to develop and use efficient methods of communication across the organisation.
7. Opening, recording, scanning, and actioning all incoming correspondence and communication; developing and maintaining office systems within the team.
8. Acting on behalf of designated managers in relation to communication/correspondence where necessary, maintaining a high level of confidentiality in handling sensitive information.
9. Maintaining organisational records for the team, e.g., holidays, sickness, expenses, etc.
10. Managing the reception function and responsibilities, including providing on-site support and sign-posting members of staff/visitors, managing the switchboard and postal correspondence, overseeing room bookings, and being the main point of contact for the County Hall property and reception team.
11. Promoting a positive image of the organisation; routinely checking that noticeboards, meeting rooms (including equipment), and the reception area are well presented, and replenishing general office and stationery supplies as required.
Person Specification
Education
Essential
* Educated to NVQ 4 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience.
Knowledge
Essential
* Good working knowledge of administrative processes and procedures.
Experience
Essential
* Significant secretarial/administrative experience.
* Experience of minute-taking and producing reports.
* Experience of providing a high standard of customer service to all internal and external stakeholders.
Skills
Essential
* Ability to communicate clearly with a wide range of stakeholders (internal and external), both verbally and in writing, in situations where tact, diplomacy, and influencing skills may be required.
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
NHS Leicester, Leicestershire and Rutland Integrated Care Board
Address
County Hall
Glenfield
Leicester
LE3 8TB
Employer's website #J-18808-Ljbffr