Senior Secretary/Administrator for Corporate Governance

Senior Secretary/Administrator for Corporate Governance

• Location- Maidstone, Kent (must live close to this area to apply)
• 37. 5 hours per week, Monday to Friday
• Hybrid working, must be happy to attend the office and cover two sites as well as working from home
• Parking on site and bus service between sites provided
• Pay rate £18.10 to £21.80 per hour (DOE)
• To start ASAP
• 3 Months
• Temporary role

Job summary for the Senior Secretary/Administrator role-

The Governance Officer (Senior Secretary/Administrator) will support the Deputy Trust Secretary and the Trust Secretary in delivering the highest standards of corporate governance in the Trust, ensuring compliance with the regulatory framework, Trust licence, relevant legislation and Trust Constitution. The role will ensure that meetings of the Board Sub-committees are run efficiently and effectively by providing comprehensive administrative support including minute taking and being a key contact for Committee members.

The Post holder will provide comprehensive administrative service to the Board Sub committees as required. The post holder will be expected to work on their own authority and initiative, prioritising their own time to ensure that deadlines are met, and work in collaboration with the Chair, Non-Executive Directors, Chief Executive and Executive Directors of the Trust, Executive Assistants supporting the Executive Team, and partnership organisations.

The post holder must be able to embrace working in a dynamic and demanding office environment, while maintaining a high level of focus and attention to detail on specific tasks.

Working relationships for the Senior Secretary/Administrator

Work as a team member with personal, telephone, virtual and e-mail contact on a daily basis with the Trust Management office team, and all persons with working relationships with the Executive Directors, other NHS organisations’ representatives, as well as patients and members of the public, as required.

Budget responsibilities:

To support the Trust Secretary in ensuring expenditure is within the department’s budget.

Key Responsibilities required for the Senior Secretary/Administrator-

Communication and Relationship Skills

Provide high quality and effective methods of communication across the Trust including the Trust Board members ensuring effective arrangements are in place for the Board to communicate and engage effectively with Key stakeholders.

Ensure that there is appropriate information flow within and between the Trust Board, its Sub-committees and other stakeholders.

Ensure that reports, supporting papers, minutes and action logs are available as required using advance keyboard skills in the compilation of these documents for each Committee.

Build and maintain positive working relationships within and outside the Trust to support the effective functioning of the Corporate Services office.

Required to deal with a diverse range of difficult and distressing situations on a regular basis, requiring resilience and emotional effort.

Knowledge, Training and Experience

Ensure that the Trust Board Sub-committee meetings are managed effectively to provide good governance; administering of these meetings including the collation of papers; minute taking at the meetings; drafting agendas; producing action trackers and other related matters supporting each Committee chair as required.

Ensure that procedures are followed for the management and control of documentation across the Trust for reporting to Sub-Committees and onwards to the Trust Board.

Review and reprioritise workload independently in line with unplanned changes and conflicting priorities.

Analytical Skills

Produce high quality written material including presentations, reports, letters, and papers for governance reporting through the Trust Board Sub-committees.

Assist with information returns to external organisations such as the external auditors.

Ensure Sub-committee papers are prepared and coordinated in line with best practice governance principles.

Sense and accuracy check high level and detailed reports prior to publication in meetings packs.

Ensure meetings are organised and run in accordance with the constitution and provide advice on the conduct of meetings.

Use autonomous discretion as to when to involve Executive Directors, senior managers, including the Chair and Chief Executive, in service-related issues.

Planning and Organisational Skills

Organise and plan the workload of the Trust Board Sub-Committees ensuring that the arrangements for meetings are managed effectively. This can include complex matters which require adjustment according to changing situations. Ensure that relevant meeting material is available, and that workflow is scheduled to ensure deadlines are met. Organise complex activities across Departments within the Trust and other external Agencies.

Produce forward planning documentation such as Trust Board Sub-Committee annual work plans in line with statutory requirements, the constitution, reservation of powers and scheme of delegation, and committee terms of reference.

Support the development of administrative arrangements that support the business of the Board Sub-committees allowing them to function efficiently and effectively.

Assist with required reporting to the Board and Sub-Committees.

Assist with the producing of the Trust Annual Report and the organisation of the Trust Annual Member/General Meeting.

Provide cover (annual leave and other absence) for other members of the Trust Secretary team.

Qualifications:-

Degree educated desirable

Member of the Institute of Chartered Secretaries desirable ICSA or equivalent

Skills:-

MS Office proficient in reports, using TEAMS, Web portals, Taking accurate professional quality Minutes (Board of committee level) , High accuracy typing skills, Excellent communication skills both written and verbal

Corporate governance experience would be desirable