Corporate Affairs Officer

Job description

Job responsibilities

1. Take a lead role in supporting a range of formal meetings, as required, providing a comprehensive secretariat service to Boards, Committees, Council of Governors, Governor Subgroups and ad hoc meetings.
2. Review meeting documents to ensure accuracy and consistency. The documents will be lengthy, complex and relate to a broad range of subject matter, the post holder will therefore be required to understand, effectively scrutinise and appropriately challenge the contents and suggest appropriate amendments
3. Receive information on a wide range of complex issues and queries many of which are sensitive and potentially contentious in nature and manage these in line with local and Trust procedures. This will include receiving confidential internal and external documents and considering appropriate placement on agendas.
4. Undertake specific projects as directed, including support in planning a range of training and development programmes, organising internal and external speakers and support the overall annual planning of all meetings to ensure key reporting requirements are met.
5. Assist with resolving conflicting diary appointments when organising meetings and events through use of highly developed diary and time management skills. Organise as directed speakers, venues and delegate information, monitoring and managing relevant papers and documentation, using a bring forward system and ensure time is focused and maximised appropriately at all times.
6. Communicate and liaise effectively with internal and external stakeholders on a range of complex and sensitive topics, including Governors, Regulators Executives and Non-Executive Directors, officers from other NHS Trusts, the local ICP and ICS, Local Authorities and Government officials including MPs.
7. Contribute to corporate governance reporting and audit requirements as necessary, providing information relating to Boards, Committees and Council of Governors meetings and assist with the assessment of Board and Committee effectiveness on an annual basis.
8. Support the induction process for new Board members and Governors as required
9. Provide guidance to Board, Committee members, Governors and Executive PAs on the proper functioning of Committees and report writing requirements; planning and providing advice to address areas of weakness
10. Propose changes to Board and Committee practices and procedures and assist with developing and implementing protocols to improve their effectiveness
11. Be the first point of contact for Board members and Governors, ensuring they receive all necessary communications and support
12. Support the maintenance of a variety of electronic databases and corporate information systems interrogating the systems and producing data reports as and when required.
13. Oversee the electronic Board support database including authorising individual access requests.
14. Create reports and documents using IT packages including Word, Excel, Power Point and Publisher, and utilise the Oracle suite to appropriately manage meetings, including set up and maintenance of internal and external distribution lists
15. Work autonomously and prioritise own workload in order to meet deadlines with complex and conflicting priorities, raising any issues or concerns in a timely manner to ensure early resolution
16. Support arrangements for membership meetings including the Annual General Meeting which will require working flexibly outside core hours.
17. Ordering of necessary supplies and manage processing of invoices via the Oracle and Procurement Purchase Order systems, ensuring adherence to local and Trust policies and procedures.
18. Assist with monitoring of the Company Secretary and Corporate Affairs inbox as directed by the Associate Company Secretary.
19. Carry out other administrative tasks that fall within the competencies of the post holder and work flexibly to provide cross cover throughout the Corporate Affairs team during times of absence or when members of the team are out of the office
20. Assist with maintaining the website and intranet pages in relation to the Company Secretariat activities and Corporate Affairs team, including liaising with the Communications team to upload Board and Council of Governor meeting papers on the Trust website.
21. Draft correspondence on behalf of designated individuals ensuring a high standard of presentation
22. Maintain an effective and efficient electronic filing system ensuring security of records in line with the Data Protection Act, GDP Regulations and compliance with information governance policies and procedures. Contribute to improvements to manage and maintain information on/in databases and filing systems to ensure information is appropriately and securely stored, filed and retrievable.
23. Maintain high standards of practice understanding the key performance indicators to be achieved and contribute to the delivery of the team, department and Trusts strategy Our Big Plan.
24. Participate in the Trusts annual appraisal process and complete all relevant essential training on an annual basis. Ensure up-to-date knowledge of changes within the NHS related to the role.

Person Specification

Qualifications

Essential

• Degree or significant equivalent experience
• Extensive knowledge and experience of Microsoft Office software packages and highly advanced keyboard skills
• Evidence of continuous professional development

Desirable

• Post-graduate level qualification or equivalent experience in business administration
• ECDL qualification or equivalent

Knowledge and Experience

Essential

• Extensive knowledge and experience of Microsoft Office software packages and highly advanced keyboard skills
• Significant experience and evidence of success as an Executive Assistant with high level executive support to Board level meetings
• Significant experience of agenda preparation, formal minute-taking and management of cycles of business at Board level
• Detailed knowledge and experience in the management of business, secretarial and office procedures
• Extensive knowledge and understanding of a broad range of administrative and organisational policies and procedures acquired through training and experience
• Proven experience of working autonomously and without supervision, using own initiative, with the ability to access advice/escalate when necessary.

Desirable

• Broad understanding of the NHS
• Experience of managing budgets

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.

Employer details

Employer name

Lancashire Teaching Hospitals NHS Foundation Trust

Address

Royal Preston Hospital

Sharoe Green Lane

Preston

PR2 9HT

Employer's website

https://www.lancsteachinghospitals.nhs.uk/ (Opens in a new tab)