Trust Board Administrator (XN06)
Leeds Teaching Hospitals
The closing date is 02 December 2024
Job summary
We are seeking a secondment for maternity leave for the Trust Board Administrator, to support the Company Secretary with all aspects of corporate governance and administration of the Board and its Assurance Committees.
This will include support to the preparation and follow up to Board meetings (formal and Timeouts), Board Assurance Committee meetings, ensuring that the formal governance arrangements are adhered to and any issues of non-compliance are raised formally. Experience of minute taking for long duration and triangulation between Board and Committee meetings is essential.
Expected Shortlisting Date
03/12/2024
Planned Interview Date
06/12/2024
Main duties of the job
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 Committees.
An ability to juggle priorities and deliver work to fixed deadlines is an essential criteria, which may require a flexible approach.
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, thus must be confident in communicating with senior leaders internally and externally as required. The individual must have excellent knowledge of the organisation and be able to signpost Directors to appropriate sources of information.
The post holder will be responsible for the administration of policy for the Management of Conflicts of Interest, working closely with the external supplier to maintain an accurate records, facilitate communication, and reporting.
This post is initially for approximately eight months.
All queries to Jo Bray, Company Secretary, 07976 853720.
About us
Leeds Teaching Hospitals is committed to our process of redeploying 'at risk' members of our existing workforce to new roles. As such, all our job adverts are subject to this policy and we reserve the right to close, delay or remove adverts while this process is completed. If you do experience a delay in the shortlisting stage of the recruitment cycle, please bear with us while this process is completed, and contact the named contact if you have any questions.
Date posted
14 November 2024
Pay scheme
Agenda for change
Band
Band 6
Salary
£37,338 to £44,962 a year
Contract
Fixed term
Duration
8 months
Working pattern
Full-time, Flexible working
Reference number
C9298-TEX-0068
Job locations
St. James's University Hospital
Beckett Street
Leeds
LS9 7TF
Job description
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.
Job description
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.
Person Specification
Qualifications
Essential
- Degree or equivalent relevant experience
- RSA3 typing/word processing or equivalent.
Desirable
- ICSA or demonstrable experience in a similar role
- A willingness to attend managerial/supervisory courses, e.g. instruction on interview procedures, managing yourself and others
Experience
Essential
- Demonstrable previous experience of committee administration.
- Experience of working in a healthcare environment, or large organisation, in a supervisory/senior secretary/administrative capacity.
- An ability to accurately transcribe complicated/complex and sensitive tapes/notes and type complicated/complex information while subject to frequent interruptions.
- To support and sustain the departments practice with efficient administrative protocols, processes and procedures.
- An excellent knowledge of IT database management systems/ tool including a well-developed knowledge and experience of using a variety of IT applications in a Windows based environment.
- Be able to interpret, translate and analyse reports, databases and spread sheet information and reflect information accurately within minutes and reports.
- An ability to effectively implement, and ensure adherence to Trust, Departmental and national policies and procedures associated with the role and the service.
- Well-developed knowledge and experience of using information systems, software applications and office equipment.
- Awareness of the Data Protection Act and Confidentiality in relation to the role and in the application of the recording of meetings.
- Understanding of corporate governance concepts and principles.
Skills & behaviours
Essential
- Professional attitude to work. Polite and helpful customer service skills.
- Caring and understanding. Common sense and initiative.
- Integrity and respect to confidentiality.
Desirable
- Ability to adapt to change of circumstances.
Person Specification
Qualifications
Essential
- Degree or equivalent relevant experience
- RSA3 typing/word processing or equivalent.
Desirable
- ICSA or demonstrable experience in a similar role
- A willingness to attend managerial/supervisory courses, e.g. instruction on interview procedures, managing yourself and others
Experience
Essential
- Demonstrable previous experience of committee administration.
- Experience of working in a healthcare environment, or large organisation, in a supervisory/senior secretary/administrative capacity.
- An ability to accurately transcribe complicated/complex and sensitive tapes/notes and type complicated/complex information while subject to frequent interruptions.
- To support and sustain the departments practice with efficient administrative protocols, processes and procedures.
- An excellent knowledge of IT database management systems/ tool including a well-developed knowledge and experience of using a variety of IT applications in a Windows based environment.
- Be able to interpret, translate and analyse reports, databases and spread sheet information and reflect information accurately within minutes and reports.
- An ability to effectively implement, and ensure adherence to Trust, Departmental and national policies and procedures associated with the role and the service.
- Well-developed knowledge and experience of using information systems, software applications and office equipment.
- Awareness of the Data Protection Act and Confidentiality in relation to the role and in the application of the recording of meetings.
- Understanding of corporate governance concepts and principles.
Skills & behaviours
Essential
- Professional attitude to work. Polite and helpful customer service skills.
- Caring and understanding. Common sense and initiative.
- Integrity and respect to confidentiality.
Desirable
- Ability to adapt to change of circumstances.
Employer details
Employer name
Leeds Teaching Hospitals
Address
St. James's University Hospital
Beckett Street
Leeds
LS9 7TF
Employer's website
https://www.leedsth.nhs.uk/ (Opens in a new tab)
Employer details
Employer name
Leeds Teaching Hospitals
Address
St. James's University Hospital
Beckett Street
Leeds
LS9 7TF
Employer's website
https://www.leedsth.nhs.uk/ (Opens in a new tab)
For questions about the job, contact:
Date posted
14 November 2024
Pay scheme
Agenda for change
Band
Band 6
Salary
£37,338 to £44,962 a year
Contract
Fixed term
Duration
8 months
Working pattern
Full-time, Flexible working
Reference number
C9298-TEX-0068
Job locations
St. James's University Hospital
Beckett Street
Leeds
LS9 7TF
Supporting documents
Privacy notice
Leeds Teaching Hospitals's privacy notice (opens in a new tab)