We are seeking a secondment for maternity leave for the Trust Board Administrator, to support the Company Secretary with all aspects of corporate governance and administration of the Board and its Assurance Committees.
This will include support to the preparation and follow up to Board meetings (formal and Timeouts), Board Assurance Committee meetings, ensuring that the formal governance arrangements are adhered to and any issues of non-compliance are raised formally. Experience of minute taking for long duration and triangulation between Board and Committee meetings is essential.
Expected Shortlisting Date: 03/12/2024
Planned Interview Date: 06/12/2024
Main duties of the job
The post holder will be required to understand Standing Orders, Scheme of Delegation and Standing Financial Instructions and work to these rules that underpin the Board and its Assurance Committees.
An ability to juggle priorities and deliver work to fixed deadlines is an essential criteria, which may require a flexible approach.
The post holder will be the focal point of contact for Non-Executive Directors and Executive Directors in matters relating to Board and Board Committees, thus must be confident in communicating with senior leaders internally and externally as required. The individual must have excellent knowledge of the organisation and be able to signpost Directors to appropriate sources of information.
The post holder will be responsible for the administration of policy for the Management of Conflicts of Interest, working closely with the external supplier to maintain accurate records, facilitate communication, and reporting.
This post is initially for approximately eight months.
All queries to Jo Bray, Company Secretary, 07976 853720.
Job responsibilities
The post holder will work closely with the Company Secretary and will be accountable for the provision of a comprehensive service to support and administer the Board and relevant Assurance Committees. This will include support to the preparation and follow up to Board meetings, Board Assurance and Management Committee meetings and Board away days and ensuring that the formal governance arrangements are adhered to and any issues of non-compliance are raised formally.
The post holder will be responsible for:
1. Full administration of the smooth and efficient running of the Board and its Assurance and Management Committees.
2. Managing the co-ordination of the corporate meetings schedule; setting, preparing and distributing high quality agendas and papers, in a timely manner, often with competing priorities and under tight time restraints with an awareness of operating pressures and Executive priorities.
3. Accurately recording high level quality minutes for Committee, Board and Regional meetings with clear identifiable actions and audit trails providing evidence of how decisions were reached to external regulators.
4. Lead on the distribution and follow-up of actions via the Action Tracker.
5. Ensure that Board and Committee documents are retained in line with the Corporate Record Retention Policy.
6. Coordinate the maintenance of the online Conflicts of Interest system and extract data to report on annual compliance to the Executive Team.
7. Providing training and mentoring to new administrators to the Assurance and Management Committee structure.
8. Management of the Conflicts of Interests public register.
9. Ensuring that processes/procedures comply with legislative requirements, including Health & Safety, Data Protection, Freedom of Information Act and confidentiality.
Person Specification
Qualifications
* Degree or equivalent relevant experience
* RSA3 typing/word processing or equivalent.
* ICSA or demonstrable experience in a similar role
* A willingness to attend managerial/supervisory courses.
Experience
* Demonstrable previous experience of committee administration.
* Experience of working in a healthcare environment, or large organisation, in a supervisory/senior secretary/administrative capacity.
* An ability to accurately transcribe complicated/complex and sensitive tapes/notes.
* An excellent knowledge of IT database management systems.
Skills & behaviours
* Professional attitude to work. Polite and helpful customer service skills.
* Caring and understanding. Common sense and initiative.
* Integrity and respect to confidentiality.
* Ability to adapt to change of circumstances.
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