Job summary
We are looking to appoint a highly organised and enthusiastic person who can provide professional administrative support to the Trust Board and its Committees, ensuring that those meetings are run efficiently and effectively, that they are properly recorded, and that Directors receive appropriate support.
A key requirement is the ability to write accurate formal minutes to the highest standard.
Other essential educational, skills, knowledge and experience requirements are detailed in the Job Description and Person Specification. This role would suit someone who has a keen eye for detail, thrives in a busy environment and is able to work without direct supervision to meet challenging demands.
Shortlisted candidates will be asked to undertake a timed test in order to demonstrate they can meet the required standard and should be able to evidence their experience of working at a similar high level in their current role.
Main duties of the job
All aspects of Board and Committee secretariat support - drafting agendas, preparing and distributing agenda packs to meet deadlines, taking accurate and detailed minutes and ensuring meeting actions are followed up.
- Managing the annual cycle of Board/Board Committee and other key meeting dates, including booking venues and ensuring arrangements are in place on arrival and post-meeting.
- Maintaining a professional and confidential approach to work at all times and able to adhere to confidentiality when dealing with sensitive issues.
- Drafting routine reports and updating the internal and outward-facing webpages with respect to the Board of Directors.
- Supporting the maintenance of Declarations of Interest register and other statutory and corporate registers.
- Providing a sense and accuracy check for reports prior to publication.
About us
Derbyshire Healthcare is a specialist provider ofmental health,learning disabilities,eating disordersandsubstance misuse servicesacross community, inpatient and other settings.
We also provide a wide range ofchildren's servicesin Derby and southern Derbyshire.
We employ more than2,800 colleagues providing services from several community and inpatient settings across the whole of Derbyshire.
Across the county and the city, we serve a combined population of approximately one million people.
75% of our colleagues say the Trust is a good place to work or receive care.
According to our staff survey we are one of the best trusts of our type, with active staff networks.
We take the wellbeing of our colleagues seriously, champion staff engagement and have an ongoing programme of staff reward and recognition.
Job description
Job responsibilities
Please review the Job Description and Person Specification. To apply, please click APPLY FOR THIS JOB - this link will take you to the TRAC Recruitment Site. You will need to register if you do not already have an account
Administrative support to the Trust Board and Committees:
- Provide administrative support to the Trust Board and its Committees to ensure the smooth organisation of these meetings. Duties will include forward planning to effectively draft agendas, prepare and distribute papers, ensuring members are provided with appropriate information with sufficient time for consideration and take accurate and detailed minutes and action points from meetings.
- Ensure that meeting actions are followed through to a satisfactory conclusion, reminding Directors as appropriate.
- Assist in the arrangement of events, including induction, training and development, conferences and meetings associated with the Trust Board and the Council of Governors and co-ordination between them.
- Maintain distribution lists and co-ordinate, set, and issue the annual cycle of Board/ Board Committee and other key meeting dates under the guidance of the Trust Secretary under a corporate calendar model. This will include booking appropriate venues, internal and external, audio-visual facilities, and refreshments, ensuring arrangements are in place on arrival and post-meeting. This covers face to face, virtual and hybrid meetings.
- Ensure that paper-based and electronic information systems are developed to support the areas served and that information is accurate, accessible, and up to date. This includes being the lead administrator for the electronic meeting solution, currently BoardEffect.
- Undertake research into good practice and guidance on governance in order to assist with continuous improvements, in line with the well-led guidance.
- Produce documents, charts, tables, databases etc. through the use of Microsoft IT Packages, eg Word, Excel, Access, and Outlook.
- Maintain a professional and confidential approach to work at all times and be able to adhere to confidentiality when dealing with sensitive issues.
- Monitor the Board Secretariat email for receipt of public questions for consideration by the Trust Board and for managing the corporate calendar invites.
- Co-ordinate the annual Board and Committee self-evaluation process, liaising with the Committee Chair and Executive Lead on preparing the questionnaire, and producing a collated result report for consideration at a future meeting.
- Ensure all Board Committees' Terms of Reference are reviewed at least annually, and ensure any changes are reflected in the Trusts Standing Orders and the Scheme of Delegation.
- Draft and compile routine reports such as the Trust seal report, Board Assurance Summaries and the year-end effectiveness reports for the Trust Secretary and other senior leaders.
- Provide the Chairs with attendance briefings in advance of the meeting, setting out apologies received, and additional attendees (ensuring meetings are quorate).
- Under the direction of the Trust Secretary, maintain and improve information published on internal and outward-facing webpages with respect to the Board of Directors.
- Supporting the Trust Secretary to ensure the Board of Directors and its Committees conduct their affairs within legal requirements and in accordance with the Trusts Standing Orders, Standing Financial Instructions and Scheme of Delegation.
- Support the maintenance of Declarations of Interest register and other statutory and corporate registers.
- Advise and where necessary challenge report writers on the correct format for submitted papers and provide a sense and accuracy check for high level and detailed reports prior to publication.
- Provide training in specialist areas such as minute taking, report formatting and using the BoardEffect platform to members of Executive support team and others including senior members of staff as required with support of the Trust Secretary.
- Performing any other duties which fall within the range of this post grade, within the areas of responsibility (as advised by the Trust Secretary.
Other duties specific to this role:
- To be familiar with and comply with the relevant Trust Operational, Personnel and Health and Safety procedures.
- Ensuring maintenance/repair of IT hardware in conjunction with the Trusts IT Department.
- Ensure provision of non-stock supplies for use by the Board Secretariat ensuring receipt of goods in accordance with Trust procedures.
Job description
Job responsibilities
Please review the Job Description and Person Specification. To apply, please click APPLY FOR THIS JOB - this link will take you to the TRAC Recruitment Site. You will need to register if you do not already have an account
Administrative support to the Trust Board and Committees:
- Provide administrative support to the Trust Board and its Committees to ensure the smooth organisation of these meetings. Duties will include forward planning to effectively draft agendas, prepare and distribute papers, ensuring members are provided with appropriate information with sufficient time for consideration and take accurate and detailed minutes and action points from meetings.
- Ensure that meeting actions are followed through to a satisfactory conclusion, reminding Directors as appropriate.
- Assist in the arrangement of events, including induction, training and development, conferences and meetings associated with the Trust Board and the Council of Governors and co-ordination between them.
- Maintain distribution lists and co-ordinate, set, and issue the annual cycle of Board/ Board Committee and other key meeting dates under the guidance of the Trust Secretary under a corporate calendar model. This will include booking appropriate venues, internal and external, audio-visual facilities, and refreshments, ensuring arrangements are in place on arrival and post-meeting. This covers face to face, virtual and hybrid meetings.
- Ensure that paper-based and electronic information systems are developed to support the areas served and that information is accurate, accessible, and up to date. This includes being the lead administrator for the electronic meeting solution, currently BoardEffect.
- Undertake research into good practice and guidance on governance in order to assist with continuous improvements, in line with the well-led guidance.
- Produce documents, charts, tables, databases etc. through the use of Microsoft IT Packages, eg Word, Excel, Access, and Outlook.
- Maintain a professional and confidential approach to work at all times and be able to adhere to confidentiality when dealing with sensitive issues.
- Monitor the Board Secretariat email for receipt of public questions for consideration by the Trust Board and for managing the corporate calendar invites.
- Co-ordinate the annual Board and Committee self-evaluation process, liaising with the Committee Chair and Executive Lead on preparing the questionnaire, and producing a collated result report for consideration at a future meeting.
- Ensure all Board Committees' Terms of Reference are reviewed at least annually, and ensure any changes are reflected in the Trusts Standing Orders and the Scheme of Delegation.
- Draft and compile routine reports such as the Trust seal report, Board Assurance Summaries and the year-end effectiveness reports for the Trust Secretary and other senior leaders.
- Provide the Chairs with attendance briefings in advance of the meeting, setting out apologies received, and additional attendees (ensuring meetings are quorate).
- Under the direction of the Trust Secretary, maintain and improve information published on internal and outward-facing webpages with respect to the Board of Directors.
- Supporting the Trust Secretary to ensure the Board of Directors and its Committees conduct their affairs within legal requirements and in accordance with the Trusts Standing Orders, Standing Financial Instructions and Scheme of Delegation.
- Support the maintenance of Declarations of Interest register and other statutory and corporate registers.
- Advise and where necessary challenge report writers on the correct format for submitted papers and provide a sense and accuracy check for high level and detailed reports prior to publication.
- Provide training in specialist areas such as minute taking, report formatting and using the BoardEffect platform to members of Executive support team and others including senior members of staff as required with support of the Trust Secretary.
- Performing any other duties which fall within the range of this post grade, within the areas of responsibility (as advised by the Trust Secretary.
Other duties specific to this role:
- To be familiar with and comply with the relevant Trust Operational, Personnel and Health and Safety procedures.
- Ensuring maintenance/repair of IT hardware in conjunction with the Trusts IT Department.
- Ensure provision of non-stock supplies for use by the Board Secretariat ensuring receipt of goods in accordance with Trust procedures.
Person Specification
Experience
Essential
- Experience in a governance related role or able to demonstrate specialist knowledge within this field by practical experience
- Extensive experience of taking and producing high quality formal minutes and action points at an executive or equivalent level
- Demonstrable experience of working with senior leaders
- Excellent verbal and written communications skills, including sharp attention to detail
Desirable
- Professional qualification/motivation towards achieving a relevant qualification
Qualifications
Essential
- Degree or appropriate experience in a governance related role or able to demonstrate specialist knowledge within this field by practical experience
Test
Essential
- Demonstrate accurate recording of facts and diary management
Person Specification
Experience
Essential
- Experience in a governance related role or able to demonstrate specialist knowledge within this field by practical experience
- Extensive experience of taking and producing high quality formal minutes and action points at an executive or equivalent level
- Demonstrable experience of working with senior leaders
- Excellent verbal and written communications skills, including sharp attention to detail
Desirable
- Professional qualification/motivation towards achieving a relevant qualification
Qualifications
Essential
- Degree or appropriate experience in a governance related role or able to demonstrate specialist knowledge within this field by practical experience
Test
Essential
- Demonstrate accurate recording of facts and diary management
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.
