Job summary
Expected Shortlisting
Date
23/05/2025
Planned Interview
Date
06/06/2025
We
are values driven, are you?
A
great opportunity has arisen for a forward thinking, organised individual to
join Leeds Teaching Hospitals NHS Trust as a Governance Officer and work
closely with the Trust Board Administrator, to support the Company Secretary.
This
will be a key role in the preparation, minuting and follow up to Board
meetings, Board Assurance Committee, Executive Team meetings and 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 Committees.
The
successful candidate will be able to demonstrate their ability to commit to
and role model our agreed Trust wide values and behaviours, The Leeds Way,
and apply our continuous improvement methodology, The Leeds Improvement
Method.
Main duties of the job
The
duties of the role include but are not limited to:
Providing
dedicated professional administrative support, including preparing high
quality agendas, transcribing and distributing comprehensive minutes,
preparing trackers, and monitoring the progress of actions.
Building,
maintaining, and developing effective working relationships, including
liaison with members of the Trust Board, senior managers across the Trust,
and a range of external organisations.
Awareness
and understanding of the Board and its Assurance Committee work plan/s and
the strict deadlines set to support the delivery of this.
Transcribing
complex and sensitive information accurately and comprehensively for extended
periods of time during meetings, and efficiently conclude this task once the
meeting has closed.
Supporting
and sustaining the areas practice with efficient and effective administrative
protocols, processes, and procedures, in line with the complex service needs.
Being
highly motivated and leading by example through making recommendations and
implementing changes to improve existing practice and processes within the
portfolio.
Interpreting
and analysing reports, databases, and spreadsheet documents, and cohesively
communicating the findings efficiently and in an appropriate format.
Supporting
the publication of information on the Board section of the Trust website,
ensuring meeting papers and relevant documents are uploaded.
About us
Leeds
Teaching Hospitals NHS Trust is part of the West Yorkshire Association of
Acute Trusts (WYAAT), a collaborative of the NHS hospital Trusts from across
West Yorkshire and Harrogate working together to provide the best possible
care for our patients.
THE
LEEDS WAY VALUES
Our
values are part of what make us different from other trusts, so we see this
as a strength, as well as a responsibility. They have been developed by our
staff and set out what they see as important to how we work. Our five values
are:
Patient-centred
Collaborative
Fair
Accountable
Empowered
All
our actions and endeavours will be guided and evaluated through these values.
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.
Job description
Job responsibilities
The
post holder will work closely with the Trust Board Administrator and Company
Secretary and will be accountable for the provision of a comprehensive
service to support and administer the Board, relevant Assurance Committees
and Executive Team meetings. This will include support in the preparation and
follow up to these meetings as well as associated away days, 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 Committees.
The
post holder will be the focal point of contact for Non-Executive Directors
and Executive Directors in matters relating to Board and Assurance
Committees. The individual must have excellent knowledge of the organisation
and be able to signpost the Directors to appropriate sources of information.
The
post holder shall be expected to work closely with all Executive Directors
and key members of their respective Teams.
Job description
Job responsibilities
The
post holder will work closely with the Trust Board Administrator and Company
Secretary and will be accountable for the provision of a comprehensive
service to support and administer the Board, relevant Assurance Committees
and Executive Team meetings. This will include support in the preparation and
follow up to these meetings as well as associated away days, 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 Committees.
The
post holder will be the focal point of contact for Non-Executive Directors
and Executive Directors in matters relating to Board and Assurance
Committees. The individual must have excellent knowledge of the organisation
and be able to signpost the Directors to appropriate sources of information.
The
post holder shall be expected to work closely with all Executive Directors
and key members of their respective Teams.
Person Specification
Additional Requirements
Essential
- Able to solve practical problems to reasonable level of complexity.
- Able to use a range of IT applications, including MS Office applications, to a high degree of competence.
- Able to demonstrate well-developed planning and organisational skills.
- Ability to engage, influence and motivate.
- Understanding of the purpose of the NHS and its role in managing wider health issues.
- Basic understanding of a governance processes and their importance.
Experience
Essential
- Experience of scheduling and co-ordinating meetings and appointments.
- Experience of supporting the planning and co-ordinating of events within a projects-based environment.
- Implementing, working within and developing office systems and procedures.
- Supporting the preparation of agendas, meeting information and printing meeting papers, attending meetings as may be required from time to time.
- Taking and preparing minutes / actions; and following-up on meeting actions as directed.
- Experience of administrating and working within financial systems to include raising and processing orders.
- Assisting with the collation and preparation of information for reporting purposes.
- Experience of working with Senior Managers and or Directors.
Desirable
- Experience of working in NHS.
- Experience of working in a governance role.
- Experience of using MS Teams, SharePoint or other collaboration tools.
Qualifications
Essential
- Degree or several years experience in project management / business support functions.
Desirable
- Project Management training / qualification.
Skills & behaviours
Essential
- Strong communication skills, both written and verbal, and able to present information effectively.
- Excellent organisational skills with the ability to work both independently, planning and organising own workload, as well as collaboratively as part of a team.
- Experience of providing a range of core administrative services.
- Able to work effectively in teams and develop excellent working relationships.
- Able to listen and respond to the needs of a stakeholders working at different levels.
- Able to take responsibility for own workload and be proactive and flexible.
- Able to manage competing and conflicting demands, balancing priorities to respond changes to service demand.
- Competent with typing, word processing and using spreadsheets.
- Strong commitment to and evidence of continuing professional development.
- Commitment to behaving honestly, openly, impartially and fairly and to treating others with dignity and respect.
Person Specification
Additional Requirements
Essential
- Able to solve practical problems to reasonable level of complexity.
- Able to use a range of IT applications, including MS Office applications, to a high degree of competence.
- Able to demonstrate well-developed planning and organisational skills.
- Ability to engage, influence and motivate.
- Understanding of the purpose of the NHS and its role in managing wider health issues.
- Basic understanding of a governance processes and their importance.
Experience
Essential
- Experience of scheduling and co-ordinating meetings and appointments.
- Experience of supporting the planning and co-ordinating of events within a projects-based environment.
- Implementing, working within and developing office systems and procedures.
- Supporting the preparation of agendas, meeting information and printing meeting papers, attending meetings as may be required from time to time.
- Taking and preparing minutes / actions; and following-up on meeting actions as directed.
- Experience of administrating and working within financial systems to include raising and processing orders.
- Assisting with the collation and preparation of information for reporting purposes.
- Experience of working with Senior Managers and or Directors.
Desirable
- Experience of working in NHS.
- Experience of working in a governance role.
- Experience of using MS Teams, SharePoint or other collaboration tools.
Qualifications
Essential
- Degree or several years experience in project management / business support functions.
Desirable
- Project Management training / qualification.
Skills & behaviours
Essential
- Strong communication skills, both written and verbal, and able to present information effectively.
- Excellent organisational skills with the ability to work both independently, planning and organising own workload, as well as collaboratively as part of a team.
- Experience of providing a range of core administrative services.
- Able to work effectively in teams and develop excellent working relationships.
- Able to listen and respond to the needs of a stakeholders working at different levels.
- Able to take responsibility for own workload and be proactive and flexible.
- Able to manage competing and conflicting demands, balancing priorities to respond changes to service demand.
- Competent with typing, word processing and using spreadsheets.
- Strong commitment to and evidence of continuing professional development.
- Commitment to behaving honestly, openly, impartially and fairly and to treating others with dignity and respect.
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.
