Job responsibilities
The
post holder will work closely with the Company Secretary and will be
accountable for the provision of a comprehensive service to support and
administer the Board and relevant Assurance Committees. This will include
support to the preparation and follow up to Board meetings, Board Assurance
and Management Committee meetings and Board away days and ensuring that the
formal governance arrangements are adhered to and any issues of
non-compliance are raised formally. Thus the post holder will be required to understand
Standing Orders, Scheme of Delegation and Standing Financial Instructions and
work to these rules that underpin the Board and its Assurance and Management
Committees. There may also be occasions where the post holder is asked to
provide support to regional and partnership meetings.
The
post holder will be the focal point of contact for Non-Executive Directors
and Executive Directors in matters relating to Board and Board Committees.
The individual must have excellent knowledge of the organisation and be able
to signpost Directors to appropriate sources of information.
In
addition the post holder will take a lead role in managing, administrating,
and implementing the Conflicts of Interest Policy including monitoring
compliance and facilitating communications and training.
The
post holder will be responsible for:
Full administration of the smooth and efficient running of the
Board and its Assurance and Management Committees; Managing the co-ordination
of the corporate meetings schedule; setting, preparing and distributing high
quality agendas and papers, in a timely manner, often with competing
priorities and under tight time restraints with an awareness of operating
pressures and Executive priorities.
Ensuring the Board and its
Committees are appropriately co-ordinated, attended, administered and
formally recorded, quality check agendas, reports and papers to ensure they
meet the Trusts corporate governance and standards and retain for archive
record/retention. Be aware of and assist with achieving the service
standards, targets and objectives Departmental, Trust and National.
Accurately record high level
quality minutes for Committee, Board and Regional meetings with clear
identifiable actions and audit trails providing evidence of how decisions
were reached to external regulators.
Lead on the distribution and
follow-up of actions via the Action Tracker.
Ensure that Board and Committee
documents are retained in line with the Corporate Record Retention Policy and
ensure the integrity of the electronic archiving system for maintenance of
this record. Ensure that the Trusts Conflicts of Interest policy is effectively
defined, implemented and maintained with active compliance checking and
communication with CSU administrative leads.
Coordinate the maintenance of the
online Conflicts of Interest system and extract data to report on annual
compliance to the Executive Team.
Providing training and mentoring to
new administrators to the Assurance and Management Committee structure and
ensuring access for users.
Management of the Conflicts of
Interests public register.
Ensuring that processes/procedures
comply with legislative requirements, including Health & Safety, Data
Protection, Freedom of Information Act and confidentiality.
Principle
duties and areas of responsibility for the post holder will include, but not
limited to:
Responsible for discharging
specific duties contained within the Trusts governing documents and operating
within defined governance framework as set out within Standing Orders (Terms
of Reference for Assurance Committees), Standing Financial Instructions and
Scheme of Delegation as regard to the work and flow of information to be
reported to the Board and its Assurance Committees.
To support the maintenance of terms
of reference for all Assurance and Management Committees and ensure that they
are up to date and annually reviewed.
Understand and provide advice on
the Trusts Standing Orders, and Code of Business Conduct and related
corporate governance policies within the Trust.
Work with the Company Secretary to
coordinate documentation and preparation for the CQC Well-led review and any
other external review of the Trusts governance arrangements.
Responsible for the oversight and
functionality of the electronic declaration system (database) (as the Senior
Administrator) including reporting compliance against the Conflict of
Interest Policy, creating and distributing quarterly management reports to
the CSUs and Corporate functions along with an annual report for scrutiny and
assurance to the Executive Team. Work with the external supplier to be the
point of contact, to ensure the on-going development of the system. (NB LTHT
is perceived by NHS England to be benchmarking best practice and an exemplar,
hence we are often called upon to provide compliance and management advice to
them). We have worked with the external supplier with this best practice to
contribute to product development.
Work with the Company Secretary to
assess market products for consideration and oversee implementation of a full
electronic solution for the Board and its Assurance Committees. Manage data
migration and support implementation, provide training and advice to the
Board and Assurance Committee members and management of this data system
moving forward.
Manage and administer the database
management system for the membership database and manage the external
contract supporting this system.
Manage and coordinate the
implementation of the Corporate Calendar for the Board and its Assurance and
Management Committees, book appropriate rooms and facilities; both internal
and external, issue electronic diary appointments to members of the Board and
Assurance and Management Committees to support attendance at these meetings,
coordinate non-attendance, maintain a record of attendance for publication
within the Trusts Annual Report.
Understand the operation of the
Board and its Assurance and Management Committees ensuring; timetables are
appropriate to best support the flow of information from Assurance Committees
to the Board, drafting agendas, co-ordination of presentations (and those
attending) and transcribing meetings to record minutes (concentrating for
long durations during full day meetings and with possible frequent
interruptions when writing these up), coordinate feedback to draft minutes,
collate the database to manage and record action trackers for each meeting
and effective follow up to maintain flow of information from Board to
Assurance and Management Committees and liaise with Executives to maximise
the lead time for them to address actions. (these records are retained for 25
years and could be used as evidence in public enquiries or legal cases).
Responsible for ensuring venues,
facilities and refreshments are booked, ensuring appropriate IT facilities in
place and attendees are briefed on the usability and access of these. This
includes virtual meetings and ensuring all participants have access and
appropriate training on the usability of the digital platform.
Manage the appropriate
authorisation and access to the G drive - Accurately archive all information
to support the Board and Assurance Committees, adhering to retention and
record management procedures.
Management of the effective
distribution of Board, Assurance and Management Committee papers; both
electronic and hard copies. Maintain the secure content locker (data system)
(or alternative solutions) for viewing electronic information on the G drive.
Effectively implement, and ensure
adherence to, Trust and Departmental policies and procedures associated with
the role and the service.
Production of written reports,
including recommendations arising from ad hoc project work. This includes
high profile meetings facilitated by the Trust Chair, where there is highly
sensitive, complex information citywide, regional or national with implications
to the reputation of the Trust.
Excellent organisational skills
with the ability to work both independently and as part of a team.
Effective supervisory skills, be
highly motivated and lead by example to motivate other team members.
Prioritise own workload and be able
to effectively manage a variety of tasks with possibly competing deadlines
with minimum supervision.
An ability to train staff,
including temporary staff, as required and to assess and monitor progress on
a continuing basis.
Plan and deliver information
required by the Trust Board and its relevant Assurance and Management
Committees to ensure that these are produced to agreed standards and
timescales
Organise Trust Board and Assurance
Committee meetings, ensuring quorate meetings and co-ordination of diaries.
This includes remote working supported by Microsoft Teams.
Work with the Company Secretary and
the Communication team to support the Trusts Annual General Meeting manage
administrative and communication arrangements with the Board and membership.
Work with the Company Secretary to
facilitate training events for Trust Board, and Non-Executive Directors,
including compliance with mandatory training for Board members.
Ensure environment and equipment
are appropriate for presentations for Trust Board and its Assurance
Committees.
Have an adaptable and flexible
approach to working hours and practices.
Manage and sustain the Board
Secretariat account and Executive Support function with efficient
administrative protocols, processes and procedures, ensuring a clear
communication and reporting lines between the Board and its Committees.
