Executive Office Manager and Governance Lead

Job description

Job responsibilities

JOB

SUMMARY:

The role will have key responsibilities to support the Director of Risk & Corporate Governance in ensuring effective governance arrangements. The role will require effective use of reason, intellect and judgement to make informed decisions within areas of responsibility and proactively deal with a diverse range of tasks whist ensuring that all required standards are met. Reliability, commitment, flexibility and strong attention to detail are essential to the role.

Key Working Relationships

The post-holder will serve as an ambassador for the Trust, representing the organisation and portraying a professional image that is consistent with the Trusts values and behaviours. The post-holder will develop and maintain effective working relationships with a range of stakeholders, both internal and external to the Trust and to support them in delivery of their roles and achievement of the Trusts vision to be the best and strategic objectives.

These stakeholders include, but are not limited to:

Board / Executive Team members

Colleagues throughout the organisation at all levels

External NHS organisations including partner Trusts, CCGs, specialist commissioners, regulators, MPs

Governors, members, patients, visitors and members of the public

PRINCIPLE RESPONSIBILITIES

The job description and person specification provide an outline of the tasks, responsibilities and outcomes required of the role and the post holder may be required to carry out any other duties commensurate with the role, as may be reasonably requested by their line manager. Across the responsibilities below, the post-holder will be required to provide, receive and interpret complex or sensitive information including but not limited to regulatory compliance, governance standards and Board reporting.

The following key responsibilities are identified for the post holder:

Regulatory Compliance and Corporate Governance

Monitor and report on the organisations compliance with the Code of Governance for NHS Foundation Trusts, including analysis and interpretation of the legislation and comparison to Trust arrangements. This will require cooperation with colleagues and handling of complex or sensitive information.

Working with the IG Team, maintain oversight of compliance with the document control policy ensuring all Trust documents are in date and escalate to executive directors as necessary; facilitate assurance / exception reports to exec team quarterly (or more frequently if required)

Monitor compliance with the Trusts fit and proper persons policy and ensure evidence is maintained in respect of all Board members/ attendees with annual review and sign off by the Chair

Support the process for the annual appraisals of the Chair, NEDs and CEO, ensuring that the process and timetable as agreed with CoG are followed and all required documentation completed, signed off and reported to the appropriate Committee.

Support the process for appointment and re-appointment of NEDs and the Chair as required, including leading the planning and organization of activities in line with the Trusts Constitution. Examples include maintenance of register of Board directors / succession plan; facilitation of the agreed recruitment timetable; collation of documentary evidence including due diligence, references and FPP compliance for preferred candidate; and issuing of T&Cs and self-declaration statements etc.

Maintain effective working relationship with the organisations internal audit function, supporting the annual review of Corporate Governance Manual, and management of conflicts of interest; and ensuring oversight of the completion of management actions, in response to audit recommendations.

Coordinate the arrangements for assessment against the Well Led Governance Framework, overseeing the collection of evidence and identification of developmental improvement actions

Executive Office

The post holder will manage the work planning and organization of the team and the delivery of a wide range of complex activities and programmes within the Executive office. This will include the management of conflicting priorities and deadlines, adjustments to plans and dealing with a wide range of unplanned requests.

Provide expert and high quality Senior Executive Assistant support to designated members of the Board / Executive Team

Provide leadership, support and line management responsibility to the EO team. This will include responsibility for undertaking recruitment, induction, performance review and appraisal, personal development planning, training and development, management of leave, sickness absence and sub-standard performance. There will be a requirement to meet regularly with the team and with individuals; and to seek feedback from directors to ensure that the work of the team is maintained at a consistently high standard, with workload prioritised effectively and development opportunities provided.

Engage with training and education, Occupational Health , and other appropriate services, in order to guide staff with respect to their health and wellbeing.

Ensure all Committees of the Board and other designated committees have the administrative support required, properly established and constituted with clear terms of reference (and annual business cycle) and that their performance

against the terms of reference is reviewed at least annually.

Provide governance support to committees, as required, to facilitate the effective working of the committees, using appropriate information technology to improve this process and ensure the widest possible dissemination of appropriate information. Importantly, this includes the timely and accurate production of accurate and well-narrated minutes for all supported committees. Action logs should be maintained and followed up. Accurate archiving of documents and creation of final approved minutes for all meetings.

You are accountable for the effective deployment of activities that ensure that your team is reducing hospital acquired infection. You will ensure that you and your staff comply with the Trusts policies on infection, prevention and control. You will ensure that you and your staff receive the training required to maintain competence to execute the Trusts policies on infection, prevention and control. You have a responsibility to bring deficiencies in the deployment of such policies to the attention of your line manager.

The post holder will have budget holder responsibility for the EO budget, ensuring the optimum use of resources and establishing and maintaining effective management process to ensure financial control/balance and setting future budgetary requirements based on future demands

To be an authorized signatory for travel arrangements, meeting expenses and general office supplies.

Communication

Trust wide impact beyond the role, through drafting corporate communications briefings to make staff aware of new policies or changes to existing policies and to provide periodic reminders on the need for compliance

Serve as an ambassador for the Trust, positively representing the organisation as an authoritative key contact, and action point for national and local organisations and individuals.

Make available, where appropriate, key documents for public inspection including Non-confidential agendas, minutes and papers from meetings of the Board of Directors and Council of Governors; A copy of the current NHS Foundation Trust Licence and Constitution; A copy of any notice, as outlined in the 2006 Act.

Information Resources & Record Management

Ensure sound procedures are developed and followed for the management, control, retention and destruction of documents produced and held by the Executive Office.

Ensure the safe keeping of all principle documentation relating to the history and future development of the organisation.

Ensure that a register of all contracts and legal documents executed as deeds is maintained.

Responsibility for the operation of several corporate governance information systems - including direct responsibility for managing the operation of these systems which process, generate, create, update or store information. Such systems include, but not limited to, register of interests, internal audit tracking, corporate document archive, legal document archive (including contracts and deeds), ensuring that these systems and all users comply with information governance standards, policy and processes.

Person Specification

Qualifications and Training

Essential

• Degree educated and /or able to demonstrate equivalent training and experience to post graduate diploma level experience
• GSCEs (or equivalent) passes in Maths and English

Desirable

• Business management qualification
• Secretarial Qualification

Knowledge and Experience

Essential

• High proficiency in use of Microsoft Office, Outlook, Word, Excel, Powerpoint and Use of Internet
• Advanced minute taking at Board / Sub - Board level Committees
• Demonstrable experience as senior secretary / PA working in a busy office environment
• Ability to understand and apply policies and procedures.

Desirable

• Experience of managing bespoke IT systems e.g MES Declare or similar
• NHS experience and familiarity with NHS governance structures and policies
• Previous PA experience at CEO or Director level
• Experience of working in a customer-focused environment
• Experience of dealing with politically sensitive situations and information

Values and Behaviors

Essential

• Motivated to 'be the best' - must live by LHCH 'PACT' values and behaviours and in particular demonstrate strong team ethos
• Ability to work flexibly to meet the needs of the service
• Willingness to learn and openness to change e.g. embrace new technology
• Takes pride in themselves, their appearance, their role and where they work

Organisational Skills

Essential

• Ability to manage time and workload effectively, juggling conflicting deadlines with limited supervision

Interpersonal Skills

Essential

• Excellent verbal and written communication skills
• Ability to listen effectively, interpret what is needed and determine any possible support that the role can provide
• Able to act with tact and sensitivity and to establish trust and confidence in the team
• Punctual, reliable, calm and self-motivating
• Ability to deal with interruptions whilst concentrating on planned work and respond professionally and efficiently to unplanned events, changes to schedules and on occasion situations involving stress or conflict

Physical Skills

Essential

• Desk - based work and use of VDU for significant part of day
• Transportation and setting up of computer equipment/ presentation materials / hospitality
• Occasional Travel and Accommodation

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

Liverpool Heart and Chest Hospital

Address

Liverpool Heart and Chest NHS Foundation Trust

LIVERPOOL

L14 3PE

Employer's website

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