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.
* 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 being 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, the composition of letters arising out of meetings, and dealing with all follow-up actions.
* Liaise with internal and external meeting attendees and presenters as part of the process of planning and coordinating meetings above.
* Use 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.
* Be the first point of contact in relation to queries regarding committee meetings.
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: identifying and sourcing appropriate training, arranging training dates, organizing slots, and overseeing/delivering administration of all aspects of the training day.
* 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 and support colleagues during absence to ensure a consistent provision of service.
* Act independently in ensuring that all requests for information are registered to the system and managed in a way that enables the Trust to comply with the requirements of the Act as regards disclosure and response times.
* Act as a designated point of contact for applicants under the FOIA and EIR, and where appropriate liaise with the requesting party over the nature of the request, the provision of additional detail about it, and the need for an extension of time for responding.
* Provide advice and guidance to managers and teams on the requirements of the FOIA and EIR, and their duties and responsibilities under it.
* Responsible for the development and maintenance of the Trust's publication scheme and disclosure log.
* Escalate issues with FOI and EIR requests and response times, as appropriate to the Corporate Affairs Manager.
* Develop and deliver internal training in accordance with the FOI and EIR Training programme.
* Maintain current knowledge of the application of the FOIA and EIR and associated case law.
* Ensure the maintenance and development of up-to-date, accurate, and complete libraries of policies and procedures, including Patient Information Leaflets in line with the Policy for Policies and Corporate Records Policy, including both electronic and paper libraries and the CDDFT Quality Insights System in line with need.
* Provide advice, education, and communication to Care Groups and corporate directorates to support the implementation of the Policy for Policies and corporate records requirements within their areas.
* Support the development, update, and dissemination of template documentation to assist Care Groups and corporate directorates in complying with the Policy for Procedural Governance Documents.
* Support the development and implementation of a limited programme of audits to monitor compliance with the corporate records policy for internal and external assurance purposes.
* Provide support and guidance to Care Groups and document authors in respect of the use of the Procedural Documents function of the CDDFT Quality Insights System, including but not limited to producing monitoring reports, accessing, and navigating the system.
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. Implement Policies and Procedures for own area which impact across the Trust.
* Assist patients and members of the public in incidental contacts.
* Any other duties relevant to the grade.
Person Specification
Qualifications
Essential
* 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.
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.
Experience
Essential
* 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.
Desirable
* NHS Experience.
* Experience of corporate records management.
* Experience of dealing with Freedom of Information and Environmental Information Regulation Requests.
Special Skills and Knowledge
Essential
* 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 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 organizational skills and ability to meet deadlines.
* IT skills - literate in Microsoft packages, including Outlook, Word, Access, Excel, and PowerPoint.
* Experience in using virtual meeting packages.
* Knowledge of Data Protection and Caldicott Principles and demonstrate understanding of confidentiality and the associated legal and policy requirements.
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
Any attachments will be accessible after you click to apply.
C9439-25-0074
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