Job summary
Corporate Governance Administrator - Full-Time - 37.5 Hours Per Week
Information Governance Administrator - Part-Time - 28 Hours Per Week
We are looking for Band 4 Corporate & Information Governance Administrators to join our Governance Team in Wakefield.
The applicant must be self-motivated, friendly with a flexible approach and have good verbal and written communication skills. They must have attention to detail, effective time management and good organisational skills.
The successful candidate must have excellent customer service skills with a responsive attitude and approach; have a good knowledge and understanding of IT systems and always maintain confidentiality.
For further information or to arrange a visit to the team please contact Asma Sacha, Corporate Governance Manager Tel: 07881035430, asma.sacha@swyt.nhs.uk or Andrew Lister, Head of Corporate Governance / Company Secretary Tel: 07584 331757, andrew.lister@swyt.nhs.uk
All employees of the Trust are strongly
encouraged to be fully vaccinated against COVID-19 to protect patients
Main duties of the job
You will be an enthusiastic individual who upholds the Trusts values.
You will be a team player, who is self-motivated, can demonstrate good organisational skills and be friendly and flexible in your approach while maintaining confidentiality at all times.
A calm, polite and friendly demeanour is essential, and some experience of a problem-solving approach is useful.
You will provide a range of functions following processes and systems to ensure the maintenance of high-quality administrative support.
You must be able to work accurately to deadlines, sometimes under pressure, use your own initiative, prioritise workloads and have excellent time management skills.
You should have excellent IT skills and be competent in word processing, spreadsheet packages and databases with a good standard of spelling and grammar. Duties will be varied and will include working with Microsoft Office packages, minute taking and audio/digital typing.
About us
We
are a specialist NHS Foundation Trust that provides community, mental health
and learning disability services for the people of Barnsley, Calderdale,
Kirklees and Wakefield. We also provide low and medium secure services and are
the lead for the west Yorkshire secure provider collaborative.
Our mission is
to help people reach their potential and live well in their communities, we do this
by providing high-quality care in the right place at the right time. We employ
staff in both clinical and non-clinical services who work hard to make a
difference to the lives of service users, families and carers.
We encourage
and welcome applications from all protected characteristic groups, we value
diversity and want our workforce to be reflective of our communities.
Being
a foundation Trust means were accountable to our
members, who can have a say in how were run. Around 14,300 local people
(including staff) are members of our Trust.
Join
us and you will be one of over 4,500 staff committed to supporting and improving
the mental, physical and social needs of the thousands of people we meet and
help each year.
We
are committed
to safeguarding and promoting the welfare of children, young people and
vulnerable adults and expects all colleagues and volunteers to share this
commitment.
We do reserve to right to close vacancy before the advertised closing date if necessary, so please apply as soon as possible.
Job description
Job responsibilities
Corporate Governance Administrator:
This position is designed to provide a flexible role to support and manage change to meet Corporate Governance Team objectives.
- Undertake delegated duties under the supervision of the Corporate Governance Manager. Consulting as necessary and working collaboratively to deliver a comprehensive service to the Members Council and individual governors.
- Provide services within well-established policies, procedures, protocols, guidelines, whilst acting within the required sphere of competences for the role at all times.
- Work in partnership with others; develop knowledge to promote the Members council.
- Demonstrate sound knowledge of the service to enable the post holder to contribute and inform decision making within the service.
- Supervise and delegate work to Admin/secretarial staff, participate in their induction, training, appraisal etc.
- May be required to work in challenging environments which could include lone working and conflict resolution.
- Undertake and maintain the required statutory, mandatory and core training as required by the specific area of service.
- Work flexibly to meet the needs of the service.
Key Result Areas
Service Provision:
- To deliver excellent levels of service by regularly assessing, problem solving, evaluating and reporting to the Corporate Governance Manager, in a timely and proactive manner when these standards have not been met, enabling appropriate action to be taken. Implement planned actions in response, communicating changes as appropriate.
- Support the Corporate Governance Manager as required.
- Work independently, prioritising own work, exercising initiative and judgment. Refer and seek guidance/supervision on issues outside of post holders level of competence or authority to Corporate Governance Manager.
Information Governance Administrator:
This position is designed to provide a flexible role to support and manage change to meet Corporate Governance Team objectives
- Undertake delegated duties under the supervision of the Data Protection Officer. Consulting as necessary and working collaboratively to deliver a comprehensive service information governance service to the Trusts, its patients, staff and members of the public.
- Provide services within well-established policies, procedures, protocols, guidelines, whilst acting within the required sphere of competences for the role at all times.
- Work in partnership with others; providing covering to the Corporate Governance Administrator and to develop knowledge to promote the members council.
- Demonstrate sound knowledge of the service to enable the post holder to contribute and inform decision making within the service.
- Supervise and delegate work to Admin/secretarial staff, participate in their induction, training, appraisal etc.
- May be required to work in challenging environments which could include lone working and conflict resolution.
- Undertake and maintain the required statutory, mandatory and core training as required by the specific area of service.
- Work flexibly to meet the needs of the service.
Key Result Areas
Service Provision:
- To deliver excellent levels of service by regularly assessing, problem solving, evaluating and reporting to the Data Protection Officer, in a timely and proactive manner when these standards have not been met, enabling appropriate action to be taken. Implement planned actions in response, communicating changes as appropriate.
- Support the Data Protection Officer as required.
- Work independently, prioritising own work, exercising initiative and judgment. Refer and seek guidance/supervision on issues outside of post holders level of competence or authority to Data Protection Officer.
For full job descriptions, please see attached supporting documents
Job description
Job responsibilities
Corporate Governance Administrator:
This position is designed to provide a flexible role to support and manage change to meet Corporate Governance Team objectives.
- Undertake delegated duties under the supervision of the Corporate Governance Manager. Consulting as necessary and working collaboratively to deliver a comprehensive service to the Members Council and individual governors.
- Provide services within well-established policies, procedures, protocols, guidelines, whilst acting within the required sphere of competences for the role at all times.
- Work in partnership with others; develop knowledge to promote the Members council.
- Demonstrate sound knowledge of the service to enable the post holder to contribute and inform decision making within the service.
- Supervise and delegate work to Admin/secretarial staff, participate in their induction, training, appraisal etc.
- May be required to work in challenging environments which could include lone working and conflict resolution.
- Undertake and maintain the required statutory, mandatory and core training as required by the specific area of service.
- Work flexibly to meet the needs of the service.
Key Result Areas
Service Provision:
- To deliver excellent levels of service by regularly assessing, problem solving, evaluating and reporting to the Corporate Governance Manager, in a timely and proactive manner when these standards have not been met, enabling appropriate action to be taken. Implement planned actions in response, communicating changes as appropriate.
- Support the Corporate Governance Manager as required.
- Work independently, prioritising own work, exercising initiative and judgment. Refer and seek guidance/supervision on issues outside of post holders level of competence or authority to Corporate Governance Manager.
Information Governance Administrator:
This position is designed to provide a flexible role to support and manage change to meet Corporate Governance Team objectives
- Undertake delegated duties under the supervision of the Data Protection Officer. Consulting as necessary and working collaboratively to deliver a comprehensive service information governance service to the Trusts, its patients, staff and members of the public.
- Provide services within well-established policies, procedures, protocols, guidelines, whilst acting within the required sphere of competences for the role at all times.
- Work in partnership with others; providing covering to the Corporate Governance Administrator and to develop knowledge to promote the members council.
- Demonstrate sound knowledge of the service to enable the post holder to contribute and inform decision making within the service.
- Supervise and delegate work to Admin/secretarial staff, participate in their induction, training, appraisal etc.
- May be required to work in challenging environments which could include lone working and conflict resolution.
- Undertake and maintain the required statutory, mandatory and core training as required by the specific area of service.
- Work flexibly to meet the needs of the service.
Key Result Areas
Service Provision:
- To deliver excellent levels of service by regularly assessing, problem solving, evaluating and reporting to the Data Protection Officer, in a timely and proactive manner when these standards have not been met, enabling appropriate action to be taken. Implement planned actions in response, communicating changes as appropriate.
- Support the Data Protection Officer as required.
- Work independently, prioritising own work, exercising initiative and judgment. Refer and seek guidance/supervision on issues outside of post holders level of competence or authority to Data Protection Officer.
For full job descriptions, please see attached supporting documents
Person Specification
Physical Attributes
Essential
- A satisfactory sickness record over the previous 2 years (subject to the need to act with fairness and equality of opportunity, particularly where the sickness is related to a disability and/or pregnancy)
- Able to fulfil Occupational Health requirements for the post (with reasonable adjustments if necessary)
Qualifications
Essential
- NVQ level 4 in Business Administration or equivalent level qualification, or be able to demonstrate competency at level 4 in an Admin/secretarial/supervisory position
Desirable
- Group Facilitation skills
- Willingness to undertake further study/development
- Degree
Special Knowledge/Skills
Essential
- As appropriate to the role:
- Excellent written communication skills, with the ability to deal with and prepare routine written correspondence
- Excellent verbal communication skills, with the ability to obtain information and pass on comprehensive and confidential messages
- Strong analytical and problem solving skills
- Sound knowledge of Data Protection Act
- Demonstrate excellent customer care skills
- Providing and receiving supervision
- Enthusiastic, able to work flexibly
- Excellent communicator, numeracy/literacy, IT/keyboard skills
- Diversity/cultural understanding
- Knows responsibilities regarding confidentiality and trust
- Resilience to pressure and previous exposure to emotional, distressing or hazardous situations
- Non-judgemental, empathetic manner
- Demonstrates Trust Values
- Excellent interpersonal skills
- Able to use observation skills to identify potential risks and act appropriately
- In working effectively, professionally and independently or as part of a team
- In demonstrating initiative, decision-making and prioritisation skills
Desirable
- Financial Management skills
- Language skills other than English
Experience
Essential
- In general administration/supervisory management, e.g. project management, sickness management, recruitment, etc
- In dealing with the public
- In working as an effective team member
- In prioritising own workload and meeting deadlines
Training
Essential
- Must be willing/able to undertake all appropriate Trust mandatory training requirements, and subsequent refresher training relevant to the area
- Must be willing/able to undergo job development and training and maintain skills
Desirable
Personal Attributes
Essential
- Ability to be flexible to meet the demands of the post
- Responsive attitude and approach
- Dress appropriately for the environment
- Ability to travel around the Trust as appropriate to role
Person Specification
Physical Attributes
Essential
- A satisfactory sickness record over the previous 2 years (subject to the need to act with fairness and equality of opportunity, particularly where the sickness is related to a disability and/or pregnancy)
- Able to fulfil Occupational Health requirements for the post (with reasonable adjustments if necessary)
Qualifications
Essential
- NVQ level 4 in Business Administration or equivalent level qualification, or be able to demonstrate competency at level 4 in an Admin/secretarial/supervisory position
Desirable
- Group Facilitation skills
- Willingness to undertake further study/development
- Degree
Special Knowledge/Skills
Essential
- As appropriate to the role:
- Excellent written communication skills, with the ability to deal with and prepare routine written correspondence
- Excellent verbal communication skills, with the ability to obtain information and pass on comprehensive and confidential messages
- Strong analytical and problem solving skills
- Sound knowledge of Data Protection Act
- Demonstrate excellent customer care skills
- Providing and receiving supervision
- Enthusiastic, able to work flexibly
- Excellent communicator, numeracy/literacy, IT/keyboard skills
- Diversity/cultural understanding
- Knows responsibilities regarding confidentiality and trust
- Resilience to pressure and previous exposure to emotional, distressing or hazardous situations
- Non-judgemental, empathetic manner
- Demonstrates Trust Values
- Excellent interpersonal skills
- Able to use observation skills to identify potential risks and act appropriately
- In working effectively, professionally and independently or as part of a team
- In demonstrating initiative, decision-making and prioritisation skills
Desirable
- Financial Management skills
- Language skills other than English
Experience
Essential
- In general administration/supervisory management, e.g. project management, sickness management, recruitment, etc
- In dealing with the public
- In working as an effective team member
- In prioritising own workload and meeting deadlines
Training
Essential
- Must be willing/able to undertake all appropriate Trust mandatory training requirements, and subsequent refresher training relevant to the area
- Must be willing/able to undergo job development and training and maintain skills
Desirable
Personal Attributes
Essential
- Ability to be flexible to meet the demands of the post
- Responsive attitude and approach
- Dress appropriately for the environment
- Ability to travel around the Trust as appropriate to role
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.
