Job summary
As an organisation that spends public money to provide healthcare services, it is important that we have excellent governance systems in place. These aim to make sure that we meet national regulations to ensure that we provide high quality care, use public funds effectively and look after our staff and patients.
We have a small corporate governance team that drives this work and the apprentice role will be an entry into this team. The role will support colleagues to run an effective corporate governance system and enable timely access to legal services and other specialist advice.
The person undertaking the role will be expected to participate in the Level 4 Governance Officer Apprentice programme covering the following:
- Stakeholders and governance in practice
- Organisational data and information
- Law, finance and accounting for governance professionals
- Governance reporting
- Systems and processes
Fixed term 20 months - for duration of the e Level 4 Governance Officer Apprentice programme
Main duties of the job
The duties of the role will include:
Supporting colleagues within the Corporate Governance Team with:-
- Undertaking research and collating information and reports as requested by colleagues
- Foster and manage positive and effective working relationships with colleagues and partner organisations
- Diary support and administration of calendars for Board and Committee meetings
- Arrange and take minutes for meetings and prepare meeting papers as required
- Board and Committee meeting support, including meeting room bookings and catering arrangements, reminding the team of deadlines, assisting in preparation of reports or collation of relevant documentation, collate committee information and membership information
- For meetings that are held in person, attend the meeting to assist with preparing the meeting room, setting up equipment, and 'meeting and greeting' attendees
- Maintaining logs of actions arising from meetings
- Administration of documentation and responding to correspondence or information requests, including Freedom of Information requests
- Dealing with queries sent to our generic Foundation Trust and Membership email accounts and phone lines and signposting as appropriate.
About us
Oxleas offers a wide range of NHS healthcare services to people in community and secure environment settings. Our services include community health care such as district nursing and speech and language therapy, care for people with learning disabilities and mental health care such as psychiatry, nursing and therapies. Our multidisciplinary teams look after people of all ages and we work in close partnership with other parts of the NHS, local councils and the voluntary sector and through our new provider collaboratives. Our 4,300 members of staff work in many different settings including hospitals, clinics, prisons, secure hospitals, children's centres, schools and people's homes.We have over 125 sites in a variety of locations in the South of England. In London we operate within the Boroughs of Bexley, Bromley Greenwich and into Kent. We manage hospital sites including Queen Mary's Hospital, Sidcup and Memorial Hospital, Woolwich, as well as the Bracton Centre, our medium secure unit for people with mental health needs. We are the largest NHS provider of prison health services providing healthcare to prisons within Devon, Dorset, Bristol, Wiltshire and Gloucestershire, Kent and South London. We are proud of the care we provide and our people.
Our purpose is to improve lives by providing the best possible care to our patients and their families. This is strengthened by our new values:
- We're Kind
- We're Fair
- We Listen
- We Care
Job description
Job responsibilities
The duties of the role will include:
Supporting colleagues within the Corporate Governance Team with:-
- Undertaking research and collating information and reports as requested by colleagues
- Foster and manage positive and effective working relationships with colleagues and partner organisations
- Diary support and administration of calendars for Board and Committee meetings
- Arrange and take minutes for meetings and prepare meeting papers as required
- Board and Committee meeting support, including meeting room bookings and catering arrangements, reminding the team of deadlines, assisting in preparation of reports or collation of relevant documentation, collate committee information and membership information
- For meetings that are held in person, attend the meeting to assist with preparing the meeting room, setting up equipment, and meeting and greeting attendees
- Maintaining logs of actions arising from meetings
- Administration of documentation and responding to correspondence or information requests, including Freedom of Information requests
- Dealing with queries sent to our generic Foundation Trust and Membership email accounts and phone lines and signposting as appropriate.
As you continue towards your qualification and gain further experience you will also:-
- Support financial processes within the team including raising purchase orders
- Support the Governance Team to process documents for signing and sealing
- Develop and maintain information systems relevant to the responsibilities of the team, including developing and maintaining electronically held databases and ensuring that all filing systems enable the smooth storage and retrieval of information.
- Support the Governance Team with the management of risk registers.
- Support the Governance Team with signposting legal queries and legal claims administration.
- Support the Governance Team with maintaining the database of actions from internal audits and ensure that these are followed up in a timely manner
- Support the Governance Team with the trust policy governance process, by maintaining the policy database.
- Maintain policy and procedure guidance for activities undertaken in the team and make suggestions for improvements
- Update information on trust intranet and website as necessary
- Undertake additional duties appropriate to the role and/or grade
Job description
Job responsibilities
The duties of the role will include:
Supporting colleagues within the Corporate Governance Team with:-
- Undertaking research and collating information and reports as requested by colleagues
- Foster and manage positive and effective working relationships with colleagues and partner organisations
- Diary support and administration of calendars for Board and Committee meetings
- Arrange and take minutes for meetings and prepare meeting papers as required
- Board and Committee meeting support, including meeting room bookings and catering arrangements, reminding the team of deadlines, assisting in preparation of reports or collation of relevant documentation, collate committee information and membership information
- For meetings that are held in person, attend the meeting to assist with preparing the meeting room, setting up equipment, and meeting and greeting attendees
- Maintaining logs of actions arising from meetings
- Administration of documentation and responding to correspondence or information requests, including Freedom of Information requests
- Dealing with queries sent to our generic Foundation Trust and Membership email accounts and phone lines and signposting as appropriate.
As you continue towards your qualification and gain further experience you will also:-
- Support financial processes within the team including raising purchase orders
- Support the Governance Team to process documents for signing and sealing
- Develop and maintain information systems relevant to the responsibilities of the team, including developing and maintaining electronically held databases and ensuring that all filing systems enable the smooth storage and retrieval of information.
- Support the Governance Team with the management of risk registers.
- Support the Governance Team with signposting legal queries and legal claims administration.
- Support the Governance Team with maintaining the database of actions from internal audits and ensure that these are followed up in a timely manner
- Support the Governance Team with the trust policy governance process, by maintaining the policy database.
- Maintain policy and procedure guidance for activities undertaken in the team and make suggestions for improvements
- Update information on trust intranet and website as necessary
- Undertake additional duties appropriate to the role and/or grade
Person Specification
Qualifications
Essential
- GCSE English and Mathematics or equivalent at level 2 or above, eg GCSE 4-9, functional skills level 2
Qualifications
Essential
- A-level or Level 3 BTEC or NVQ; or evidence of studying at a higher level in a subject related to business administration, law, legal secretary or a similar area.
Experience
Essential
- Experience or knowledge of supporting committees or similar
- Experience or knowledge of supporting projects.
- Experience or knowledge of using databases to retrieve and manage information
Experience
Essential
- Understanding or interest in how information is recorded and managed.
Desirable
- Experience of working in a customer focused environment
Person Specification
Qualifications
Essential
- GCSE English and Mathematics or equivalent at level 2 or above, eg GCSE 4-9, functional skills level 2
Qualifications
Essential
- A-level or Level 3 BTEC or NVQ; or evidence of studying at a higher level in a subject related to business administration, law, legal secretary or a similar area.
Experience
Essential
- Experience or knowledge of supporting committees or similar
- Experience or knowledge of supporting projects.
- Experience or knowledge of using databases to retrieve and manage information
Experience
Essential
- Understanding or interest in how information is recorded and managed.
Desirable
- Experience of working in a customer focused environment
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
