Job summary
The post holder will, along with the Corporate Governance Team, provide support to Directors and Governors, but also bring challenge where required. The post holder will need to be diplomatic and have an understanding of how to handle confidential information as you will be privy to senior-level discussions and meetings.
The post holder will also have overall responsibility for the administration associated with the Trust's policies and guidelines across both hospital sites. This pivotal role will support the implementation of a robust governance process for the management of all Trust guidelines and policies. The post holder will be responsible for providing high quality administrative support to all policy and guideline authors, and will ensure the system for the management and storage of Trust policies and guidelines is integrated and robust.
Key Relationships
The post holder will have regular contact with a wide range of clinical and non-clinical staff, from across both hospital sites, and in addition work closely with colleagues in clinical governance, corporate governance and the communications team.
Main duties of the job
Corporate Governance
- Provide support to the team to ensure the Board of Directors and Council of Governors business cycle runs smoothly and is in line with team standards.
- Ensure that accurate records are maintained in line with corporate management procedures.
- Establish good working relationships with internal and external stakeholders to help maintain the team's reputation as a source of high-quality information and good practice for governance.
- Support the Corporate Governance Team in all Board and Council of Governors activities such as Board Awaydays, Annual Members Meetings, Medical Lectures and Engagement Events.
- Support and develop Corporate Governance for the Trust
- Lead the administration support for the Trust Oversight Boards reporting to the Executive Board - this includes:
- Liaising with the Committee chairs to set the agenda
- Pulling together, distributing and Minute the meetings
- Completing Upward Reporting Reports to the Executive Board
- Support the Executive Assistant for the Executive Review meetings to ensure the meetings are working effectively
About us
Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics.
You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career.
We have state-of-the art facilities placing us at the heart of cutting edge health care. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.
Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received. Please ensure that you make your application as soon as possible.
All new staff will be subject to a probationary period covering their first six months in post. Travel between hospital sites may be required.
Please review all documents attached to this advert to ensure you familiarize yourself with all requirements of the job.
Job description
Job responsibilities
To comply at all times with any regulations issued by the Trust, especially those governing Health and Safety at work and to ensure that any defects which may affect safety at work are brought to the attention of the appropriate manager.
It is the responsibility of all staff to minimise the Trust's environmental impact by recycling wherever possible, switching off lights, computers, monitors and equipment when not in use, minimising water usage and reporting faults promptly.
This job description reflects the present requirements and objectives of the post. As the duties of the post change and develop, the job description will be reviewed and will be subject to amendment, in consultation with the post holder.
You are required to disclose any additional work you undertake or are planning to undertake for another employer.
PROBATIONARY PERIOD:
This post is subject to the successful completion of a probationary period of 6 months within which the notice period for both you and Bedfordshire Hospitals is four weeks.
Policies and Guidelines
- To lead on the administration of the monthly meetings of the Clinical Guidelines Committee and the Policy Approval Group; including note taking and upload of reports in a timely manner, including any other associated administration
- To work with the Chairs of the Committee and Group to ensure that the agenda is set in line with expectations
- Key point of contact for and liaison with the Trusts commissioners around any policies and guidelines requests and to respond in a timely manner
- Manage, monitor and follow up on all proposed amendments to policies and guidelines from the committee and ensure that all changes are followed up, checked and completed on the final issued version
- Responsible for ensuring that all policies and guidelines are in the correct format and that the version and document / version number is cross checked; and that all information complete and accurate
- Provide support for guidelines and policies writers where necessary, which could include help in formatting documentation, completion of the checklists and respond to wide range of requests
- Responsibility for ensuring that all policies and guidelines are uploaded to the Intranet in a timely manner: at both trust sites where applicable
- Work closely with the communications team to ensure that all new policies and guidelines are indicated in the trusts newsletter to keep staff informed of new protocols and guidelines on a regular basis
- Work with the trusts integration team to support clinical colleagues and staff to integrate cross site policies and guidelines where possible
- Proactively manage guidelines and policies that are coming up for review and send out a reminder to authors three months in advance of the deadline and track progress of those guidelines and policies, across both hospital sites
- Review the template documents for the trusts policies and guidelines on a regular basis to ensure it in line with national requirements meets best practice and is fit for purpose
- Implement and develop a robust and effective filing system for all the trusts policies and guidelines on the shared drive; and to drive innovation in looking at a cross-site solution for filing of all policies in a practical and logical manner
- Work with the Trusts governance teams to ensure that all other Trust guidelines and national guidance is organised in a way that makes it simple for all clinicians to access the information easily
- Oversee the streamlining of the Trusts policies and guidelines; ensuring the storage off documentation is robust and accessible
- Effectively communicate with multi-disciplinary groups of staff, demonstrating interpersonal skills when dealing with all levels of staff across the Trust, using tact and reassurance where necessar
Health and Safety
- To support the Trust with administration and process for Health and Safet
- Work closely with the Health and Safety Manager to pull together the agenda and papers for the Health and Safety Committe
- Corporately support any other areas under Health and Safety that need to be action
Equality and Diversity
- To support the Trust with administration and process for Equality and Diversit
- Work closely with the Equality and Diversity Lead to pull together the agenda and papers for the Equality, Diversity and Human Rights Committe
- Corporately support any other areas under Equality and Diversity that need to be actioned.
Job description
Job responsibilities
To comply at all times with any regulations issued by the Trust, especially those governing Health and Safety at work and to ensure that any defects which may affect safety at work are brought to the attention of the appropriate manager.
It is the responsibility of all staff to minimise the Trust's environmental impact by recycling wherever possible, switching off lights, computers, monitors and equipment when not in use, minimising water usage and reporting faults promptly.
This job description reflects the present requirements and objectives of the post. As the duties of the post change and develop, the job description will be reviewed and will be subject to amendment, in consultation with the post holder.
You are required to disclose any additional work you undertake or are planning to undertake for another employer.
PROBATIONARY PERIOD:
This post is subject to the successful completion of a probationary period of 6 months within which the notice period for both you and Bedfordshire Hospitals is four weeks.
Policies and Guidelines
- To lead on the administration of the monthly meetings of the Clinical Guidelines Committee and the Policy Approval Group; including note taking and upload of reports in a timely manner, including any other associated administration
- To work with the Chairs of the Committee and Group to ensure that the agenda is set in line with expectations
- Key point of contact for and liaison with the Trusts commissioners around any policies and guidelines requests and to respond in a timely manner
- Manage, monitor and follow up on all proposed amendments to policies and guidelines from the committee and ensure that all changes are followed up, checked and completed on the final issued version
- Responsible for ensuring that all policies and guidelines are in the correct format and that the version and document / version number is cross checked; and that all information complete and accurate
- Provide support for guidelines and policies writers where necessary, which could include help in formatting documentation, completion of the checklists and respond to wide range of requests
- Responsibility for ensuring that all policies and guidelines are uploaded to the Intranet in a timely manner: at both trust sites where applicable
- Work closely with the communications team to ensure that all new policies and guidelines are indicated in the trusts newsletter to keep staff informed of new protocols and guidelines on a regular basis
- Work with the trusts integration team to support clinical colleagues and staff to integrate cross site policies and guidelines where possible
- Proactively manage guidelines and policies that are coming up for review and send out a reminder to authors three months in advance of the deadline and track progress of those guidelines and policies, across both hospital sites
- Review the template documents for the trusts policies and guidelines on a regular basis to ensure it in line with national requirements meets best practice and is fit for purpose
- Implement and develop a robust and effective filing system for all the trusts policies and guidelines on the shared drive; and to drive innovation in looking at a cross-site solution for filing of all policies in a practical and logical manner
- Work with the Trusts governance teams to ensure that all other Trust guidelines and national guidance is organised in a way that makes it simple for all clinicians to access the information easily
- Oversee the streamlining of the Trusts policies and guidelines; ensuring the storage off documentation is robust and accessible
- Effectively communicate with multi-disciplinary groups of staff, demonstrating interpersonal skills when dealing with all levels of staff across the Trust, using tact and reassurance where necessar
Health and Safety
- To support the Trust with administration and process for Health and Safet
- Work closely with the Health and Safety Manager to pull together the agenda and papers for the Health and Safety Committe
- Corporately support any other areas under Health and Safety that need to be action
Equality and Diversity
- To support the Trust with administration and process for Equality and Diversit
- Work closely with the Equality and Diversity Lead to pull together the agenda and papers for the Equality, Diversity and Human Rights Committe
- Corporately support any other areas under Equality and Diversity that need to be actioned.
Person Specification
Qualifications
Essential
- A professional or degree graduate level qualification or equivalent experience
Desirable
- Business Management administration qualification or similar
Experience and Knowledge
Essential
- Proficient in Microsoft packages including Word, Excel, Power Point and outlook
- Experience of database systems
- Including agenda setting and compilation of reports an understanding of meetings management
Desirable
- Experience of working within an NHS setting or similar background
- Record and write accurate notes/minute taking
Personal Skills
Essential
- Excellent attention to detail and accuracy
- Be able to cope under pressure and to meet deadlines
- Ability to communicate effectively with a wide range of staff, both clinical and non-clinical
Person Specification
Qualifications
Essential
- A professional or degree graduate level qualification or equivalent experience
Desirable
- Business Management administration qualification or similar
Experience and Knowledge
Essential
- Proficient in Microsoft packages including Word, Excel, Power Point and outlook
- Experience of database systems
- Including agenda setting and compilation of reports an understanding of meetings management
Desirable
- Experience of working within an NHS setting or similar background
- Record and write accurate notes/minute taking
Personal Skills
Essential
- Excellent attention to detail and accuracy
- Be able to cope under pressure and to meet deadlines
- Ability to communicate effectively with a wide range of staff, both clinical and non-clinical
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
