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 across external stakeholders.
If you would like more information about the role, please contact Daljit Bains, Head of Corporate Governance via email: 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 practice is shared across the organisation.
3. Be responsible for providing a secretarial and administrative service to the appropriate meetings / committees, to arrange and diarise meetings and to document the discussions and decisions. This will involve ensuring that agendas and papers are sent out to the 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 promote the service in a positive manner, whilst maintaining a warm and welcoming environment.
5. Be accountable for the adherence of 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 description
Job responsibilities
Key responsibilities will include:
1. To support projects undertaken within the team, these will include projects such as: risk management related projects, health and safety projects, corporate committees and be responsible for the reception function.
2. To support with research / collation of data; prepare and produce reports to a high standard within tight timescales; attending meetings; minute taking and administration of workshops, to enable the production of action plans and accurate reports.
3. To be responsible for providing a comprehensive secretarial and administrative support to the Head of Corporate Governance as and when appropriate.
4. To act as a meeting / committee clerk and be responsible for the efficient administration of meetings, including preparation of agenda, collating and distribution of papers, taking accurate minutes for a variety of corporate meetings e.g. Committee meetings, working groups as required.
5. To organise and co-ordinate meetings and events with both internal and external bodies.
6. To operate 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. To open, record, scan and action all incoming correspondence and communication; and to develop and maintain office systems within the team e.g. filing, bring forward, etc.
8. To act on behalf of designated managers in relation to communication / correspondence where necessary (for example drafting replies, taking and acting upon messages) maintaining a high level of confidentiality in the handling of confidential and highly sensitive information.
9. To maintain organisational records for the team e.g. holidays, sickness, expenses, etc.
10. To manage the reception function and responsibilities including providing on-site day-to-day support and sign-posting members of staff / visitors, managing the switchboard and postal correspondence, overseeing the room bookings utilisation review, be the main point of contact for the County Hall property and reception team etc.
11. To promote a positive image of the organisation; routinely check that noticeboards, meeting rooms (including equipment) and 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 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