Job responsibilities
Supporting the Council of Governors
- Assisting the Associate Director of Corporate Affairs to ensure that Council of Governors meetings run effectively and efficiently, including the responsibility for the venue arrangements, ensuring the meetings are properly recorded and the initial drafting of minutes.
- Developing and maintaining a Matters Arising Report for the Council of Governors, ensuring that Executive Directors, Non-Executive Directors and / or Governor Groups and Committees are aware of any actions within a timely manner.
- Supporting the development and maintenance of the Council of Governors Annual Work Programme.
- Managing the practical arrangements for Governors training / education and development. Responsible for developing and maintaining systems to record attendance at training.
- Coordinating the induction process for new Governors.
- Providing support for Governor Committees and Groups by managing practical arrangements for meetings, preparing meeting packs and ensuring timely distribution, and ensuring that the meetings are properly recorded and the initial drafting of minutes.
Supporting Foundation Trust Membership
- Managing arrangements for the maintenance of the Membership Database and be responsible for requesting routine reports to analyse the data and prepare reports on Membership for the annual report as required.
- Supporting the Associate Director of Corporate Affairs by managing the day-to-day arrangements for the elections of Governors.
Support for the Associate Director of Corporate Affairs
- Supporting the maintenance of the Statutory Registers on behalf of the Associate Director of Corporate Affairs and ensure that they are available for public inspection.
- Supporting Associate Director of Corporate Affairs in the preparation and production of the annual report and accounts and in relation to key governance processes and tasks including maintaining the Trust-wide register of interests and Directors files.
- Supporting the Associate Director of Corporate Affairs in maintaining the Constitution, the Standing Orders for the Boards and the Schedule of Matters reserved for the Board, in accordance with legal and regulatory requirements.
- As and when required to include attendance at external meetings when possible to ensure corporate governance and industry knowledge is kept up to date.
Executive Team and Management Board
- Assisting the Associate Director of Corporate Affairs to ensure that Executive Team, Management Board and Senior Leadership Forum meetings run effectively and efficiently, including the responsibility for room and catering bookings, setting up and attending meetings to take and draft complex minutes and matters arising reports for approval, ensuring that there is a good record which ensures that decisions are recorded, referenced and future action can be taken at the appropriate level.
- Supporting the development and maintenance of the meetings forward plan.
- Managing the practical arrangements for Executive Team and Management Board development sessions, workshops and other training arrangements as they arise.
- Responsibility for the preparation of the meeting packs in a timely manner, ensuring the meetings are properly recorded and the initial drafting of minutes.
Supporting the Care Group Performance Meetings
- Assisting the Chief Executive to ensure that Care Group Performance Meetings run effectively and efficiently, including the responsibility for the venue arrangements, ensuring the meetings are properly recorded and the initial drafting of minutes.
- Developing and maintaining an action log and forward plan for the meetings, ensuring that members are aware of any actions within a timely manner.
- Supporting the development and maintenance of the annual work programme.
- Managing the practical arrangements for training / education and development. Responsible for developing and maintaining systems to record attendance for this development.
Communication/Working Relationships
- Providing general governance assistance and support to the Chair as required.
- Supporting the Trust Chair, the Chief Executive, the Associate Director of Corporate Affairs and Lead Governor in managing the relationship between the Board of Directors, Council of Governors and their Committees.
- Providing support to the Chair to ensure effective communication with the Council of Governors.
- Working closely with relevant colleagues attending and servicing relevant committees as appropriate to enable a flexible and cohesive approach to the determination of priorities, objectives and action plans.
- Liaising with others as required to support the Board and Council of Governors in their work both internal and external (eg: other Trust staff, External Audit, NHS Providers, etc.).
Information
- Communicating business sensitive information comprising information which may contain personal information or information which may be considered commercially confidential.
- Maintaining master files (electronic and hard copy) and archives for all meetings in accordance with legal and Trust policy requirements: agendas, reports, minutes and minute books, etc.
- Maintaining electronic files in a logical and organised manner. Ensuring an audit trail is available to support electronic correspondence.
- Supporting the development of Council papers, including responsibility for the preparation of the packs.
- Supporting the Associate Director of Corporate Affairs in producing and updating the material required for Governor training manuals, presentations, etc. to ensure Governor training is up to date and effective.
Policies and Procedures
- Maintaining strict confidentiality relating to the business of the Board, its Committees; in particular ensuring that papers and minutes are circulated to authorised persons and are stored and archived securely (hard copy and electronic).
- Maintaining a corporate style for meeting management including agendas, matters arising reports, papers and minutes etc.
- Managing the collation and distribution of confidential meetings papers in accordance with Trust policy and procedures and agreed terms of reference, including responsibility for the preparation of the packs in a timely manner.
- Acting as Office Manager for the Corporate Affairs Office ensuring appropriate support, facilities, equipment, etc. are available for the smooth running of the Corporate Affairs Office.
General
The post holder is required to adhere to the Trusts values. This job description is not intended to be exhaustive but to indicate the main responsibilities of the post and may be amended from time to time after consultation with the post holder.
Inclusive Recruitment & Selection
We are committed to being an inclusive employer and accurate data capture is an important part of that to ensure we are supportive and representative. Our aim is to ensure that all applicants can see themselves in the available categories on our application form, but we recognise that some of our data capture fields are not inclusive. We have flagged this with our system provider to ask for change.
We offer encouragement and active support to applicants with additional needs, including those from ethnic minorities, with disabilities and members of the LGBTQ+ community. If you wish to adjust any aspect of the recruitment process or wish to find out more about our recruitment & selection processes, please get in touch with our Recruitment Manager: Catherine.Gilbert7@nhs.net
We are continually reviewing our recruitment & selection process to support the long-term aim of Sheffield Childrens being a champion of Equality, Diversity, and Inclusion. If you have any ideas for improvement, please get in touch with Catherine Gilbert at Catherine.Gilbert7@nhs.net
Trust Values
The Trust is committed to providing great quality patient care and keep children, young people and families at the heart of what we do by following our CARE values:
- Compassion leading by kindness and showing empathy, understanding and respect
- Accountability striving to do the right thing and owning responsibility
- Respect value differences, tackling inequality and fostering a culture of inclusion
- Excellence delivering a high-quality standard of care
