Governance Facilitator/Office Manager

Job description

Job responsibilities

We are pleased to inform you that the plans for St Helens and Knowsley Teaching Hospitals NHS Trust and Southport and Ormskirk Hospital NHS Trust to come together as one new organisation have now been formally approved by the Secretary of State. Our new Trust will be called Mersey and West Lancashire Teaching Hospitals NHS Trust and will officially launch on Saturday 1st July 2023.

Any applicants who secure an offer of employment and/ or are due to commence their new role from 1st July 2023 onwards are advised that their conditional offer and contract of employment will be issued as per our normal recruitment process but will be under the new name of the organisation. All the details of the offers of employment and contracts of employment will remain as advertised and these changes will not affect your employment with us.

For further information on the new plans, please see:

Our Future Plans (sthk.nhs.uk)

Administration

Organise, plan and prioritise own workload, ensuring deadlines are met.Provide support to ensure that both Heads of Nursing and Quality, Quality team members and departmental employees are in line with mandatory training and annual appraisals.

Provide a comprehensive administrative and PA support.

Manage a forward planning system to ensure that deadlines are met with other team members and colleagues in the Care Group and wider teams.

Make and receive phone calls, being flexible and using initiative and judgement when handling complex enquiries. Take action, proposing solutions and provide feedback as appropriate, ensuring that appropriate messages are relayed and/or that appropriate action is taken.

Provide drafts to correspondence, including email, ensuring that replies are provided within the agreed timescale.

Responsibility for maintaining and improving professional knowledge.

Work without direct supervision and be able to make decisions without reference with regard to the handling of sensitive/complex matters, using sound judgement to seek advice or alert senior staff to issues.

Prioritise own workload and ensure effective time management. Prepare presentation documents using relevant packages.Maintain understanding of policy issues and be aware of current developments in and across the Trust area of responsibility.

Ensure robust systems and processes for devising and maintaining office systems. Maintaining and ensuring records are stored appropriately and confidentially and can be retrieved appropriately in line with record management policy.

Establishing protocols and procedures and setting local standards for the operation of the MCG office which ensures that in the absence of key personnel that there is clarity on the operational arrangements.

Ensure robust systems, databases and processes are in place for governance and management meetings and provide:

Comprehensive and accurate minute taking and action logs. Ensure actions are disseminated to members. Disseminate information on behalf of Chair appropriately. Organise and co-ordinate meetings. Manage meeting reports and distribution. Maintain an accurate database of report monitoring. Maintain an accurate database of attendance at meetings. Ensure cover for MCG governance/operational and management meetings.

To act as the main channel of communication for both Head of Nursing and all the quality team members; communicating sensitively, confidentially, effectively and recognising the needs of individuals and utilising a range of agreed communications. Ensuring the same is also delivered from departmental employees.

Governance and Quality

To support the development and implementation of a streamlined and co-ordinated approach to managing all aspects of governance and quality, including external accreditation and any other risk or assurance related issues within the Medical Care Group.

Undertake specific delegated projects or assignments as instructed.

To co-ordinate the administration of governance and quality centrally supporting the implementation of the MCG governance and quality agenda.

To co-ordinate the Care Groups response to all requirements of external accreditation, inspection and review (e.g. Care Quality Commissions) supporting the on-going process of self-assessment is undertaken and evidence is routinely collected.

To support the development, implementation and ongoing monitoring of a live, up to date, risk register which reflects the risks the Care Group faces in delivery of is key objectives.

To play a key role in developing systems and processes to monitor outcomes in line with the governance and quality agenda.

To support the specialty structures to ensure that governance and quality are fully integrated into the Care Group objectives.

Support the Quality Team to ensure maximum learning for the Care Group and where appropriate the Trust, from risk and quality outcome data ensuring implementation of recommendations in conjunction with local speciality leads.

Support the Quality Team in the development of programmes for quality improvement, ensuring lessons are learned from incidents and complaints across the Medical Care Group.

To challenge in a positive manner, current working practices and promote a culture of continuous improvement.

To be responsible for the management of the Care Groups governance and risk databases.

To maintain confidential reports and records.

Office Manager

To gather and extract information from a wide range of sources.

Work as an effective and responsible manager, supporting the Administrative Team and demonstrating good practice, including utilising mechanisms to develop and implement new ways of working.

In the event of planned absence, ensure there is appropriate administrative support from within the existing Administrative Team.

Provide support with the recruitment of staff to the Administrative Team.

Ensure monthly staff attendance (sickness absence and annual leave) records for the Administrative and Management Teams are co-ordinated and accurately maintained.

To provide line management to the Administrative Team, ensuring that they are being supported to undertake their roles and responsibilities and that they have clear objectives and personal development plans which are regularly reviewed and updated.

To provide leadership and development opportunities for the Administrative Team. Provide daily supervision and on the job training to the Administrative Team by: Holding team and individual meetings to ensure support. Ensuring cross cover within the team. Re-organising the structure to meet performance standards, Developing office and administrative practices to continually improve service delivery. Managing performance, behaviour and conduct accordingly. Ensuring the development of the administrative team in line with new practices. Training new administrative staff. Managing sickness absence for the administrative team, taking appropriate action. Managing first line disciplinary in line with Human Resources. Ensuring a full performance appraisal programme is implemented. Participate in personal objective setting and review.

Responsible for the submission of TRACs and signing of contractual change form for the Administrative Team.

Undertake audits to ensure workloads are disseminated accordingly and to audit sickness absence within the Administrative Team.

Monitor and manage office resources within agreed budget.

Constantly review services to ensure the most efficient use of resources and undertake own role in improving services as agreed and at times, supporting others effectively during times of change and working within others to overcome problems and tensions as they arise.

Person Specification

Qualifications

Essential

• Educated to a degree level or relevant experience of working to that level
• Shorthand or speedwriting (minimum 90wpm) qualification and/or equivalent experience
• Audio typing RSA3 typing qualification or equivalent qualification and /or experience

Desirable

• Business Management qualification
• Management/supervisory management certificate
• Knowledge of medical terminology

Knowledge & Experience

Essential

• Experience in a managerial role including people management
• Experience in governance facilitation or relevant experience
• Extensive experience of organising high level strategic meetings
• Experience of report writing and taking formal notes, producing and updating action plans
• Experience of data input and producing meaningful activity reports from manual and/or IT databases
• Experience of wide range administrative procedures
• Experience of developing performance reports for management
• Knowledge of NHS both locally and Nationally
• Knowledge of office systems
• Knowledge of governance and corporate issues

Skills

Essential

• Demonstrating ability to motivate team performance to achieve objectives
• Able to use own initiative and manage/prioritise workload
• Excellent organisational skills
• Self-motivated and able to work with limited supervision
• Ability to accurately maintain computerised and manual filing/ documentation system
• Effective interpersonal and influencing skills
• Ability to develop databases
• Excellent word processing skills
• Excellent interpersonal skills
• Change management skills

Other

Essential

• Able to adopt flexible approach when required
• Ability to build and maintain good working relationships within a team
• Ability to establish and maintain good working relationships with people from a wide range of personal and professional backgrounds
• Able to work with tact and diplomacy and react sensitively when dealing with complex, sensitive or confidential information
• Understanding of the Data Protection 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.

Certificate of Sponsorship

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).

Employer details

Employer name

St Helens and Knowsley Teaching Hospitals NHS Trust

Address

Whiston Hospital

Warrington Road

Prescot

L35 5DR

Employer's website

https://www.sthk.nhs.uk (Opens in a new tab)