Corporate Governance Officer & Committee Secretariat

Job description

Job responsibilities

You will be able to find a full Job description and Person Specification attached within the supporting documents or please click Apply now to view in Trac.

Work with the Director of Corporate Governance/Board Secretary and wider Corporate Governance Function to ensure that Committees operate in accordance with Section 1(2) Public Bodies (Admission to Meetings) Act 1960 (c.67), comply with the Health Boards Standing Orders adhere to relevant Welsh Government Welsh Heath Circulars.

Work with the Director of Corporate Governance/Board Secretary and wider Corporate Governance Function to ensure that Terms of Reference for the agreed portfolio of Committees reviewed and updated in line with the Health Boards Standing Orders, legislative requirements and best practice.

The post holder will maintain relevant databases such as a Standing Orders Breach Log, Committee Effectiveness Tracker and be the champion for the Board Meeting Software.

The post holder will manage virtual and face-to-face Board Committee meetings using the appropriate digital format.

Project Management

• Develop Board Committee business cycles managing their timely review and approval.
• Develop the annual Meeting Schedule for Board and Committees ensuring it aligns with core Health Board activity and is timely with regard key decision making.
• The organisation of high profile public Board Committee meetings.
• Manage specific projects across the department and Health Board as required.
• The role will continually review the effectiveness of systems used by the corporate governance team with the aim of working towards a paperless office and to improve the accessibility and sharing of files and information.

Communication

• Manage collation and circulation of high-level, complex and sensitive information to ensure fully robust governance processes are in place. This will be applicable across all aspects of the organisation, often seeking Board level approval. Motivational, influential and persuasive skills will be required, as well as ability to communicate with senior management;
• Liaise with Independent Members to ensure they are fully apprised of meeting arrangements and that when they have need for information that they are either provided with this or this requirement is relayed to another more appropriate senior officer to action;
• Develop and maintain good working relationships with Board Members, clinical and non-clinical staff at all levels both within and outside the Health Board on a range of complex and sometime sensitive issues where there may be barriers to understanding; and
• Build and maintain links with colleagues in other organisations in terms of their experience and best practice around corporate governance issues and regularly benchmark the delivery of all aspects of the Boards committee services function in order that this is delivered as efficiently and effectively as possible.

Policy and Service Development

• Develop Standing Operating Procedures and/or Manuals to support the appropriate operation of Board Committee Business.
• Ensure compliance with standing orders and Standing Financial Instructions and undertake annual reviews.

Monitoring, Audit and Evaluation

• Collate audit and evaluation information from Board and Committee Self Assessment Effectiveness Surveys, theming findings and recognising areas for improvement.

Performance Management

• Maintain the Committee Effectiveness Tracker to ensure the following key governance activities for the Board Committees is undertaken effectively and efficiently as part of business as usual:
  • Terms of Reference Review Annual.
  • Committee Cycle of Business.
  • Committee Self Assessment.
  • Committee Annual Report.

People Management

• Maintain a high level of compliance with statutory and mandatory training requirements and ensuring that the team mirror this requirement.
• Participate in developing training plans, which incorporate both statutory and mandatory training and professional development opportunities for all staff; and
• Deliver training sessions to small groups in relation to good practice in corporate governance particularly in terms of the Board Meeting Software.

Financial Management

• Continually seek better and innovative ways to deliver corporate services more efficiently and effectively supporting service modernisation and improvement.
• Actively seek corporate service modernisation, identify and implementing cost improvement opportunities.

Information Resources

• Make effective use of available information systems and computer software tools to analyse and interpret data as required using complex management and information in order to support corporate governance requirements and board reporting.
• Champion the teams use of the electronic board paper system to ensure staff have the ability to provide timely board member access to papers.
• Responsible for the information the post holder works with and its appropriate storage within departmental electronic filing systems ensuring that information is readily available and easily sourced by those with appropriate access rights.
• Ensure that robust office systems are in place for the governance team, ensuring knowledge on new processes and systems.

Person Specification

Qualifications and Knowledge

Essential

• Degree level or equivalent demonstrable level of knowledge and experience
• RSA Stage III (or equivalent)
• Extensive knowledge of Microsoft Office
• Knowledge of databases
• Knowledge of corporate governance agenda

Desirable

• Evidence of further study and personal development
• Shorthand qualification
• ECDL

Experience

Essential

• Formal meeting minutes experience at a Board Committee level.
• Extensive office experience
• Experience of working with Board level Committees, or other high level meetings

Desirable

• Previous experience working in a senior governance role either in the NHS or in the public sector.

Aptitude and Abilities

Essential

• Highly developed organisational skills;
• Ability to create succinct, high quality formal minutes;

Desirable

• Ability to speak Welsh

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

Cwm Taf Morgannwg University Health Board

Address

Ynysmeurig House

Abercynon

CF45 4SN

Employer's website

https://joinctm.wales/ (Opens in a new tab)