Job summary Sitting within the Corporate Directorate, the Corporate Governance Team is responsible for supporting all Trust Secretariat functions such as servicing the Board of Directors and Board Meetings, Board Development Sessions, Board Sub-Committee Meetings, Policy Compliance, Service Visits, Gifts and Hospitality, Executive Assistant (EA) functions and HQ Reception bases. Main duties of the job The Committee Clerk works closely with the Associate Director of Corporate Governance and Trust Secretary, and the Corporate Governance Officer to ensure effective corporate governance arrangements are in place to demonstrate the Trust is maintaining and demonstrating the necessary standards of accountability, probity and openness. To assist with establishing the annual cycle of meetings at Board and Board Sub-Committee level, ensuring effective integration with relevant reporting cycles of business, liaising across departments and teams, as required, to ensure papers are produced and disseminated to agreed timescales. To assist with the development of annual forward plans, preparation of meeting agendas, quality assurance and distribution of papers, ensuring timely production of high-quality meeting minutes. To produce and manage meeting action logs, ensuring all actions are captured correctly, liaising with relevant responsible officers to ensure completion within the requiredtimescales. To identify and extract relevant information from meetings, ensuring triangulation between Board Sub-Committees and to Board, as relevant. Work closely with colleagues in the Corporate Governance Team to ensure effective flow of business between Committees and to Board. About us Cambridgeshire and Peterborough NHS Foundation Trust is a health and social care organisation dedicated to providing high-quality care with compassion to improve the health and wellbeing of the people we care for, as well as supporting andempowering them to lead a fulfilling life. Our clinical teams deliver many NHS services, not only via inpatient and primary care settings, but also within the community. These services include children's, adult and older people's mental health, forensic and specialist mental health, learning disabilities, primary care and liaison psychiatry, substance misuse, social care, research and development. To achieve our goal, we look to recruit high-calibre candidates who share our vision and values. As an equal opportunities employer, we encourage applications from all sectors of the community, particularly from under-represented groups including people with long term conditions and members of our ethnic minority and LGBTQ communities. Please be advised we reserve the right to close adverts earlier than the closing date should we receive sufficient applications. Regrettably, we cannot offer sponsorship for all our job roles. If you apply for a role that we cannot offer sponsorship for, unfortunately, your application form will be rejected from the process. For further information on CPFT, please visit our website at www.cpft.nhs.uk Date posted 10 January 2025 Pay scheme Agenda for change Band Band 4 Salary £26,530 to £29,114 a year per annum pro rata Contract Permanent Working pattern Full-time Reference number 310-CORP-6877776 Job locations Elizabeth House, Fulbourn Hospital Elizabeth House, Cambridge CB21 5EF Job description Job responsibilities Please refer to the attached job description and person specification for full details of responsibilities. Assist with establishing the annual programme of meetings and reporting cycles, liaising across teams and individuals to ensure all papers are produced and disseminated to agreed timescales. Assist with development of annual forward plans, preparation of meeting agendas, quality assuring and distributing papers, preparing action logs, and ensuring timely production of high-quality meeting minutes. Produce and manage meeting action logs, ensuring that all actions from meetings have been captured correctly and liaising with the responsible officers within the required timelines. Work closely with colleagues in the team to ensure the effective flow of business between Committees and up to the Board of Directors. Possess strong professional discipline, work prioritisation skills and organisational and time management skills. Be confident to take and transcribe formal minutes at Board and Committee meeting level using corporate templates and in line with Trust guidelines. Support colleagues in the production of reports for meetings. Assist with the preparation of Committee Annual Effectiveness Reviews, working closely with the Corporate Governance Officer to ensure a comprehensive review and report is developed. Job description Job responsibilities Please refer to the attached job description and person specification for full details of responsibilities. Assist with establishing the annual programme of meetings and reporting cycles, liaising across teams and individuals to ensure all papers are produced and disseminated to agreed timescales. Assist with development of annual forward plans, preparation of meeting agendas, quality assuring and distributing papers, preparing action logs, and ensuring timely production of high-quality meeting minutes. Produce and manage meeting action logs, ensuring that all actions from meetings have been captured correctly and liaising with the responsible officers within the required timelines. Work closely with colleagues in the team to ensure the effective flow of business between Committees and up to the Board of Directors. Possess strong professional discipline, work prioritisation skills and organisational and time management skills. Be confident to take and transcribe formal minutes at Board and Committee meeting level using corporate templates and in line with Trust guidelines. Support colleagues in the production of reports for meetings. Assist with the preparation of Committee Annual Effectiveness Reviews, working closely with the Corporate Governance Officer to ensure a comprehensive review and report is developed. Person Specification Education / Qualifications Essential Have relevant experience of working in a senior administration post and educated to or have a similar equivalent academic ability of degree level. RSAIII. Evidence of continuing professional development. Desirable A formal minute taking qualification Experience Essential Experience of working in a senior administrative post with responsibility for autonomous management of incoming and outgoing communication. Experience of providing executive level support for Trust Board and Trust Board level Committee meetings. Experience of office management at an executive level. Knowledge and Skills Essential Strong computer literacy including effective use all Microsoft Office applications and the internet. To be able to take and transcribe formal minutes. Good level of understanding of relevant Trust policies and procedures (anyone external to the organisation will not have this). A sound knowledge of the NHS, local health organisations. Advance level keyboard skills (speed and accuracy). Excellent verbal and written communication skills with ability to produce clear and accurate reports. Ability to produce accurate high level papers. Personal Qualities Essential Demonstrate commitment to team working and use of effective team working; able to work independently. Form effective working relationships professionals internal and external to the organisation. Demonstrates an appropriate approach to dealing with confidentiality, both formal and informal. Excellent organisational skills with ability to prioritise and work to deadlines Cope and function effectively when working in a pressurised environment and with constant interruptions; able to cope with fluctuating levels of work and manage day-to-day pressures. Able to travel across geographical area of the Trust, if required. Person Specification Education / Qualifications Essential Have relevant experience of working in a senior administration post and educated to or have a similar equivalent academic ability of degree level. RSAIII. Evidence of continuing professional development. Desirable A formal minute taking qualification Experience Essential Experience of working in a senior administrative post with responsibility for autonomous management of incoming and outgoing communication. Experience of providing executive level support for Trust Board and Trust Board level Committee meetings. Experience of office management at an executive level. Knowledge and Skills Essential Strong computer literacy including effective use all Microsoft Office applications and the internet. To be able to take and transcribe formal minutes. Good level of understanding of relevant Trust policies and procedures (anyone external to the organisation will not have this). A sound knowledge of the NHS, local health organisations. Advance level keyboard skills (speed and accuracy). Excellent verbal and written communication skills with ability to produce clear and accurate reports. Ability to produce accurate high level papers. Personal Qualities Essential Demonstrate commitment to team working and use of effective team working; able to work independently. Form effective working relationships professionals internal and external to the organisation. Demonstrates an appropriate approach to dealing with confidentiality, both formal and informal. Excellent organisational skills with ability to prioritise and work to deadlines Cope and function effectively when working in a pressurised environment and with constant interruptions; able to cope with fluctuating levels of work and manage day-to-day pressures. Able to travel across geographical area of the Trust, if 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. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Additional information 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. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Employer details Employer name Cambridgeshire and Peterborough NHS Foundation Trust Address Elizabeth House, Fulbourn Hospital Elizabeth House, Cambridge CB21 5EF Employer's website https://www.cpft.nhs.uk/ (Opens in a new tab)