A Trust wide role in relation to Corporate Affairs work, managing the day to day running of the Corporate Affairs service including facilitating Board level meetings, providing advice and support as required to both the team and stakeholders, acting as the key contact for the Council of Governors in addition to the planning, implementation and support of membership recruitment and engagement activity, informed by the Membership and Engagement Strategy.
Main duties of the job
The post holder will be required to work independently, managing own workload and that of the staff they line manage.
The post holder will be responsible for the Trust's membership engagement and recruitment activity in addition to being the main point of contact and support for the Council of Governors.
The role will line manage the Corporate Affairs Team and provide support to the team, as well as deputising for the Corporate Affairs Manager in appropriate duties. The post holder will undertake support for a number of meetings, providing facilitation and minute taking.
Job responsibilities
Managerial
1. Line manager for Corporate Affairs Team, responsible for the day to day running of the Corporate Affairs Team.
2. Line management of staff to include absence management in accordance with Trust policy, recruitment and selection of staff, dealing with HR issues, undertaking appraisals, allocation of work, ensuring staff undertake mandatory and role specific training, authorised signatory for approval of travel expenses.
3. Provide specialist support and development to the Corporate Affairs Team.
4. Ensure the implementation of best practice and standardise office systems and processes.
5. Provide induction, advice and training to new members of staff as required.
6. Monitor workload and performance against accuracy and timeliness standards across the secretarial team, taking any necessary corrective action to ensure these are met.
Membership and Engagement
1. Responsible for the planning, implementation and support of membership recruitment and engagement activity, informed by the Membership and Engagement Strategy.
2. Responsible for the planning, implementation and support of the Annual General Meeting.
3. Administer elections and appointments to the Council of Governors.
4. Administer applications to become/to be removed as a Member of the Foundation Trust in accordance with Constitutional requirements.
5. Manage, maintain and develop the Trust's membership database.
6. Serve as an ambassador for the Trust, positively representing the organisation as an authoritative key contact, and action point for national and local organisations and individuals.
7. Responsible for the development and maintenance of the website pages associated with all functions of Corporate Affairs.
Secretariat
1. Deputise for the Corporate Affairs Manager in respect of the Board, its Committees and membership.
2. Act independently in planning and co-ordinating, attending and servicing a range of meetings within the Trust.
3. Liaise with internal and external meeting attendees and presenters as part of the process of planning and co-ordinating meetings.
4. Provide routine procedural advice on corporate governance issues.
5. Maintain paper-based and electronic statutory registers and the records management system.
Foundation Trust and Council of Governors
1. Provide administrative support and advice to the Council of Governors, its Committees and membership within the Trust's legal and regulatory framework.
2. Provide and arrange training for the Governors in all aspects of their responsibilities.
3. Ensure suitable systems and processes are in place for the recording and archiving of records.
Corporate Records and Freedom of Information
1. Maintain and implement an effective system for recording, controlling and responding to all requests for information received by the Trust under the provisions of the Freedom of Information Act 2000 and Environmental Information Regulations.
2. Manage a caseload of requests received under the FOIA and EIR.
3. Provide advice and guidance to managers and teams on the requirements of the FOIA and EIR.
General
1. Communicate business sensitive information agreement or cooperation from NHS staff at all levels of the organisation is required.
2. Responsibility for managing the Corporate Affairs filing system.
3. Propose changes to Policies and Procedures with regard to changes in national policy and changes in law.
4. Assist patients and members of the public in incidental contacts.
Person Specification
Experience
Essential
* Experience of working in an administrative role in a complex organisation.
* Line Management Experience.
* Significant experience in planning and organising complex meetings.
* Experience of attending meetings and recording minutes of meetings accurately.
* Events planning.
* Experience in developing and implementing projects and quality improvement initiatives.
* Demonstrable understanding of the principles and application of the FOI Act 2000.
* Administrative experience in a role requiring adherence to deadlines and KPIs.
* Experience in delivering training, coaching and providing advice and guidance.
Desirable
* NHS Experience.
* Experience of corporate records management.
* Experience of dealing with Freedom of Information and Environmental Information Regulation Requests.
Qualifications
Essential
* Educated to degree level (or equivalent demonstrable experience).
* Minimum 5 GCSE at grades A to C (English Language Essential) or equivalent qualification.
* Evidence of continuous professional development.
Desirable
* Specific qualifications and training related to the Freedom of Information Act 2000 or policy and records management.
* HNC or first degree in public administration or membership of (or working towards) ICSA qualifications.
* Marketing or Public Relations qualification.
Special Requirements
Essential
* Present a professional image at all times.
* Ability to travel independently across Trust sites and to attend meetings outside of normal office hours as required.
Special Skills & Knowledge
Essential
* Flexible approach to work and adaptable to change.
* Ability to deal confidently and successfully with conflict.
* Able to organise own workload and prioritise competing deadlines and work streams.
* Able to delegate and manage a team of staff.
* Self-motivated and able to work on own initiative and part of a team.
* Proven track record of professionalism and commitment to quality.
* Excellent general secretarial and office administration skills.
* Excellent communication skills, ability to communicate at all levels, verbally and written with individuals and groups, both internal and external.
* Ability to convey expert knowledge to lay-people.
* Ability to communicate business sensitive information.
* Ability to work within a confidential environment.
* Good organisational skills and ability to meet deadlines.
* IT skills, literate in Microsoft packages including Outlook, Word, Access, Excel and Power point.
* Experience in using virtual meeting packages.
* Knowledge of Data Protection and Caldicott Principles.
Desirable
* Knowledge of the NHS environment and legislation and guidance relevant to corporate records management in the NHS and Freedom of Information Act.
Employer details
Employer name
County Durham & Darlington NHS Foundation Trust
Address
Darlington Memorial Hospital NHS Trust
Hollyhurst Road
Darlington
County Durham
DL3 6HX
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