County Durham & Darlington NHS Foundation Trust
This is an interesting role within the Corporate Affairs Team which sits in the wider Assurance, Risk and Compliance Directorate. The successful candidate will be responsible for the management of the day-to-day running of the Corporate Affairs service, including the facilitation of meetings, acting as a key contact for our Council of Governors, and providing advice, guidance, and support as required to both the team and stakeholders on a range of matters.
In addition, the role has the opportunity to craft and steer the Trust's membership activities, which while informed by the Membership and Engagement Strategy, would enable the successful candidate to put their own stamp on how the Trust recruits and engages with its members.
The role covers a number of workstreams and development will be provided to the successful candidate to support their knowledge and enable them to flourish in the role.
Main duties of the job
The post holder will be required to work independently, managing their 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, a caseload of FOI requests and advising on policies.
Job responsibilities
Managerial
Line manager for Corporate Affairs Team, responsible for the day-to-day running of the Corporate Affairs Team.
* 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, and authorized signatory for approval of travel expenses.
* Provide specialist support and development to the Corporate Affairs Team.
* Ensure the implementation of best practice and standardize office systems and processes.
* Provide induction, advice, and training to new members of staff as required.
To 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
* Responsible for the planning, implementation and support of membership recruitment and engagement activity, informed by the Membership and Engagement Strategy.
* Responsible for the planning, implementation and support of the Annual General Meeting.
* Administer elections and appointments to the Council of Governors.
* Administer applications to become/to be removed as a Member of the Foundation Trust in accordance with Constitutional requirements.
* Manage, maintain, and develop the Trust's membership database.
* Serve as an ambassador for the Trust, positively representing the organization as an authoritative key contact, and action point for national and local organizations and individuals.
* Responsible for the development and maintenance of the website pages associated with all functions of Corporate Affairs.
Secretariat
* Deputise for the Corporate Affairs Manager in respect of the Board, its Committees, and membership.
* Act independently in planning and coordinating, attending and servicing a range of meetings within the Trust; responsible for the booking of accommodation and refreshments, preparation of agendas, collation and distribution of timely and high-quality documentation to attendees, recording discussions and decisions taken at meetings, the compilation and production of accurate minutes, and the composition of letters arising out of meetings.
* Liaise with internal and external meeting attendees and presenters as part of the process of planning and coordinating meetings.
* Use of highly developed typing skills for the production of timely and accurate meeting documentation.
* Provide routine procedural advice on corporate governance issues.
* Maintain paper-based and electronic statutory registers and the records management system.
Foundation Trust and Council of Governors
* Provide administrative support and advice to the Council of Governors, its Committees, and membership within the Trust's legal and regulatory framework.
* Provide and arrange training for the Governors in all aspects of their responsibilities.
* Ensure suitable systems and processes are in place for the recording and archiving of records.
* Gather, collate and record evidence for Board Members and Governors relating to the Fit and Proper Persons Test.
* Promote at all times a positive image of the Corporate Affairs Department and the wider Trust.
* Maintain and continuously improve sustainable systems and processes for all of the above activities within the Trust Secretariat / Foundation Trust Office.
Corporate Records and Freedom of Information
* 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.
* Manage a caseload of requests received under the FOIA and EIR, ensuring the collation and production of quality responses within the timeframe set out by the Act.
* Act as a designated point of contact for applicants under the FOIA and EIR.
* Provide advice and guidance to managers and teams on the requirements of the FOIA and EIR.
* Responsible for the development and maintenance of the Trust's publication scheme and disclosure log.
General
* Communicate business sensitive information; agreement or cooperation from NHS staff at all levels of the organization is required.
* Responsibility for managing the Corporate Affairs filing system.
* Propose changes to Policies and Procedures with regard to changes in national policy and changes in law.
* Assist patients and members of the public in incidental contacts.
* Any other duties relevant to the grade.
Person Specification
Qualifications
* Educated to degree level (or equivalent demonstrable experience)
* Minimum 5 GCSE at grades A to C (English Language Essential) or equivalent qualification, or equivalent knowledge gained through work experience
* Evidence of continuous professional development
* 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
Special Requirements
* 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
Experience
* Experience of working in an administrative role in a complex organization
* Line Management Experience
* Significant experience in planning and organizing complex meetings
* Experience of attending meetings and recording minutes of meetings accurately
* Events planning
* Experience in developing and implementing projects and quality improvement initiatives, managing office systems and developing SOPs.
* 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.
* NHS Experience
* Experience of corporate records management
* Experience of dealing with Freedom of Information and Environmental Information Regulation Requests
Special Skills and Knowledge
* Flexible approach to work and adaptable to change.
* Ability to deal confidently and successfully with conflict
* Able to organize own workload and prioritize competing deadlines and work streams
* Able to delegate and manage a team of staff
* Self-motivated and able to work on own initiative and as part of a team.
* Proven track record of professionalism and commitment to quality.
* Excellent general secretarial and office administration 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 organizational skills and ability to meet deadlines
* IT skills - literate in Microsoft packages, including Outlook, Word, Access, Excel and PowerPoint
* Knowledge of Data Protection and Caldicott Principles and demonstrate understanding of confidentiality and the associated legal and policy requirements
* Knowledge of the NHS environment and legislation and guidance relevant to corporate records management in the NHS and Freedom of Information Act
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.
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