Job Summary
A varied and exciting opportunity of a Trust-wide role within the Corporate Affairs Team. The successful candidate will support the Trust's corporate governance arrangements. Support will be provided to enable the successful candidate to meet all aspects of the role.
This is a 30 hours per week vacancy.
Main duties of the job
The post holder will be responsible for:
1. Organising the responses to all requests for information received under the FOI Act and providing specialist knowledge on the requirements of the Act.
2. Ensuring compliance within the Trust with the Policy for Policies and Corporate Records requirements as outlined in the Data, Security and Protection toolkit.
3. Providing administrative support, including the recording and transcribing of minutes to the Trust Board, the Council of Governors and their various sub-committees.
About Us
We provide hospital services from two acute sites - Darlington Memorial Hospital and University Hospital of North Durham. We have a centre for planned care in Bishop Auckland and provide care from community hospitals in Chester-le-Street, Shotley Bridge, Barnard Castle, Sedgefield and Weardale as well as over 80 other community-based settings and providing care in patients' homes.
We particularly welcome applications from disabled and Black, Asian and Minority Ethnic (BAME) candidates as BAME and disabled people are currently under-represented.
From April 1 2024 we are unable to offer sponsorship for healthcare roles that do not meet the minimum salary. If you are in the UK on a VISA please ensure you have no restrictions that would prevent you from taking this post.
Job Description
Job responsibilities
Foundation Trust/Secretariat
1. Act independently in planning and co-ordinating, attending and servicing a range of meetings within the Trust.
2. Be responsible for the booking of accommodation and refreshments, preparation of agendas, collation and distribution of timely and high-quality documentation to attendees, recording of discussions and decisions taken at meetings, the compilation and production of accurate minutes, and the composition of letters arising out of meetings.
3. Liaise with internal and external meeting attendees and presenters.
4. Provide routine procedural advice on corporate governance issues.
5. Maintain paper-based and electronic statutory registers and the records management system.
6. Assist with the administration and organisation of elections to the Council of Governors.
7. Support training for the Governors in all aspects of their responsibilities.
8. Assist the Governor and Membership Engagement Officer in building the membership and profile of the Trust.
9. Be the first point of contact in relation to queries regarding committee meetings.
Freedom of Information and Environmental Information Regulations
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.
2. Manage a caseload of requests received under the FOIA and EIR ensuring the collation and production of quality responses.
3. Act as the point of contact for applicants under the FOIA and EIR.
4. Provide advice and guidance to managers and teams on the requirements of the FOIA and EIR.
5. Support the development and maintenance of the Trust's publication scheme and disclosure log.
6. Support the delivery of internal training in accordance with the FOI and EIR Training programme.
Corporate Records
1. Ensure the maintenance and development of up-to-date, accurate and complete libraries of policies and procedures.
2. Provide advice, education and communication to Care Groups and corporate directorates.
3. Support the development and publication of template documentation.
4. Design, supervise the delivery and reporting of an audit programme.
General
1. Maintain and continuously improve sustainable systems and processes for all of the above activities.
2. Provide cover for colleagues across the Trust as necessary.
3. Propose changes to Policies and Procedures with regard to changes in national policy and changes in law.
4. Any other duties relevant to the grade.
Person Specification
Experience Essential
* 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.
* Experience in organising meetings and minute taking.
Desirable
* NHS Experience.
* Experience of corporate records management.
* Experience of dealing with Freedom of Information Requests.
Special Requirements Essential
* Present a professional image at all times.
* Ability to travel across Trust sites and to attend meetings outside of normal office hours as required.
Qualifications Essential
* Minimum 5 GCSE at grades A to C (English Language Essential) or equivalent qualification.
* NVQ Level 4 or Diploma or equivalent.
Desirable
* Educated to degree level.
* Specific qualifications and training related to the Freedom of Information Act 2000 or policy and records management.
Special Skills and Knowledge Essential
* IT skills literate in Microsoft packages, including Outlook, Word, Access, Excel and PowerPoint.
* Experience in using virtual meeting packages.
* Ability to convey expert knowledge to lay persons.
* Ability to deal confidently and successfully with conflict.
* Ability to work in a confidential environment and exercise discretion.
* Able to organise own workload and prioritize competing deadlines and work streams.
* 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.
* Good organisational skills and ability to meet deadlines.
Desirable
* 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.
Employer details
Employer name
County Durham & Darlington NHS Foundation Trust
Address
Darlington Memorial Hospital NHS Trust
Hollyhurst Road
Darlington
County Durham
DL3 6HX
Employer's website
https://www.cddft.nhs.uk/ #J-18808-Ljbffr