Corporate Governance Officer and PA to the Chair and Trust Secretary
The Newcastle upon Tyne Hospitals NHS Foundation Trust
An exciting opportunity has arisen to join the Corporate Governance team who are a highly motivated and enthusiastic team as the Corporate Governance Administrator and PA to Chair and Trust Secretary.
We are looking for an experienced PA to provide high-quality secretarial and administrative support to the Chair and the Trust Secretary, ensuring optimal standards of efficiency, professionalism, responsiveness and confidentiality at all times. Responsibilities include:
* Robust diary management to coordinate meetings and to ensure the timely delivery of agendas, minutes and reports on behalf of the Chair and Trust Secretary;
* Assisting with minute-taking/the collation of papers for Executive Team and other Corporate meetings as required;
* Working collectively with Corporate Governance Team members to ensure that effective relationships between the Board of Directors, Council of Governors and Trust's membership are maintained.
Main duties of the job
To provide a comprehensive PA and admin service for the Chair and the Trust Secretary, ensuring optimal standards of efficiency, professionalism, responsiveness and confidentiality at all times.
To support the Trust Secretary in ensuring all relevant legally required registers are established and maintained.
Make decisions and take action on some matters of non-routine nature on behalf of the Chair and Trust Secretary.
To assist with minute-taking/the collation of papers for Executive Team and other Corporate meetings as required.
To organise and plan the diary to ensure the timely delivery of agendas, minutes and reports on behalf of the Chair and Trust Secretary.
To work collectively with Corporate Governance Team members to ensure that effective relationships between the Board of Directors, Council of Governors and Trust's membership are maintained.
To support the Trust Secretary and Deputy Trust Secretary with delivery of the overarching corporate governance service provision to ensure compliance with the Trust's regulatory framework.
To book training, suitable room bookings, refreshments, travel and accommodation and car parking as required.
To deal with telephone enquiries, taking notes and responding to queries.
To coordinate the processing and payment of invoices.
To manage the Allocate & ESR systems for Corporate Governance Team members.
Person Specification
Qualifications & Education
* GCSE English Language and Mathematics at grade C or above (or equivalent qualification / experience).
Knowledge & Experience
* Significant secretarial and administrative expertise.
* Experience of organising corporate meetings/workshops/training and the associated logistics.
* Minute-taking experience, as well as significant experience of working with Microsoft Office applications.
* Experience of working with senior-level management.
* Engaging with a wide range of stakeholders at all levels both within and outside an organisation.
Skills & Abilities
* Ability to provide high-quality secretarial and administrative support to the Chair and Trust Secretary.
* Excellent organisational, diary management and problem-solving skills.
* Excellent communication skills, both written and oral, to ensure effective communication with a wide range of stakeholders at all levels both within and outside an organisation.
* Strong interpersonal skills, for effective working with colleagues and internal customers.
* Able to successfully prioritise own work and respond to deadlines.
* Ability to develop personal credibility with managers and to provide a proactive and high-quality customer-focused service.
* Ability to deal with interruptions, working within a busy and fast-paced environment.
* Ability to provide an effective, efficient corporate filing system.
* IT literate across Microsoft Suite with strong keyboard skills.
* Ability to communicate effectively both verbally and in writing.
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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