Job summary
We are recruiting a Governance Officer to support the delivery of a successful governance function for the ICB.
Working as part of the Corporate Governance team, the posts remit includes:
- Organising meetings and ensuring rooms are booked.
- Responding to internal and external communications, dealing efficiently with emails where appropriate and flagging emails requiring action.
- Drafting letters, reports, data tables and any other material as requested by the Head of Corporate Governance.
- Maintaining workflow management systems.
- Monitoring shared drive folders, periodically reviewing file management systems in accordance with the records management policy.
- Good maintenance of corporate documentation, registers and policies including capturing accurate actions in up to date logs, communicated to the appropriate people and followed up.
- Creating and maintaining contact lists for ICB and ICS colleagues.
- The legal database.
Main duties of the job
The teams work includes:
- Organisational risk management, Board Assurance Framework and Corporate Risk Register processes to support the Company Secretary with Board and Committee reports
- Statutory duty relating to conflicts of interest including ensuring organisation wide compliance with the online portal and producing reports as required
- Managing the corporate Health & Safety of the organisation with the Company Secretary including liaison with site leads, the quarterly Health & Safety Committee and compliance reporting to People & Remuneration Committee
- Collating all information as required for the Governance Statement of the Annual Report & Accounts
- Managing the legal access procedures to ensure that the ICB only engages solicitors when necessary and as such offers the best value outcome for the organisation
- Advising on constitutional matters relating to corporate governance, compliance and the business operation of the corporate structure of the organisation.
- All ICB roles work collectively to ensure our residents and patients have access to the right services when they need them as well as focusing on prevention and health promotion, supporting residents to take greater care of their own health and live longer, healthier lives.
- All aspects of our business, including the relationships we create, our approach to work and the decisions we make, are built upon our values.
About us
NHS North West London Integrated Care Board (NHS NWL ICB) is a statutory body responsible for planning and allocating health and care resources to improve the lives of people in eight boroughs across North West London: Brent, Ealing, Hammersmith and Fulham, Harrow, Hillingdon, Hounslow, Royal Borough of Kensington and Chelsea and Westminster.
The local population is large and diverse, with a wide range of health and care needs that are evolving all the time. Working with our partners including Councils, NHS provider Trusts, GPs and voluntary and community organisations we plan and allocate NHS resource to deliver a wide range of services including urgent and emergency care, mental health, primary care, elective hospital services and community care.
All ICB roles work collectively to ensure our residents and patients have access to the right services when they need them as well as focusing on prevention and health promotion, supporting residents to take greater care of their own health and live longer, healthier lives.
To do this we will:
improve outcomes in population health and healthcare
reduce inequalities in health outcomes, experience, and access
enhance productivity and better value for money
support broader social and economic development within our area.
Job description
Job responsibilities
Functional Responsibilities
Project Management
- Organising meetings and ensuring rooms are booked.
- Responding to internal and external communications, dealing efficiently with emails where appropriate and flagging emails requiring action.
- Draft letters, reports, data tables and any other material as requested by the Head of Governance Head of ICS Office.
- Maintaining the workflow management systems.
Financial and Physical Resources
- Contribute to the financial delivery of the governance team.
Staff Management
- Provide training, advice and support on own area of responsibility.
- Support training and induction of new and existing staff.
- Participate in the recruitment process of support staff.
Information Management
- Monitor the shared drive folders ensuring that documents are saved in the correct area and periodically review file management systems electronic and other in accordance with the records management policy.
- Ensure good maintenance of corporate documentation, registers and policies including capturing accurate actions in up-to-date logs, communicated to the appropriate people and followed up.
- Creating and maintaining contact lists for ICB and ICS colleagues.
- Develop and maintain the legal database.
Research and Development
- Carry out web based and publication research for the annual Fit and Proper Person Test.
- Undertake auditing of governance team areas of specialism.
Operational Responsibilities
- Agenda planning and management, ensuring all papers are prepared accurately and in advance of meetings
- Collation and distribution of papers
- Taking accurate and high quality minutes
- Maintaining a record of actions and ensuring that these are communicated and followed up
- All aspects of meeting management including booking venues, catering and equipment and liaising with attendees so that meetings run smoothly, utilising the on-line room booking function, Condeco.
Planning and Organisation
- Working with governance colleagues to support face to face meetings including the public access arrangements, technology requirements and room set up.
Policy and Service Development
- Propose changes to own project, service, initiative work, informing policy and making recommendations for more effective delivery.
- Contribute to the review and development of existing project information management systems and contribute to the development of an integrated approach to project management.
Job description
Job responsibilities
Functional Responsibilities
Project Management
- Organising meetings and ensuring rooms are booked.
- Responding to internal and external communications, dealing efficiently with emails where appropriate and flagging emails requiring action.
- Draft letters, reports, data tables and any other material as requested by the Head of Governance Head of ICS Office.
- Maintaining the workflow management systems.
Financial and Physical Resources
- Contribute to the financial delivery of the governance team.
Staff Management
- Provide training, advice and support on own area of responsibility.
- Support training and induction of new and existing staff.
- Participate in the recruitment process of support staff.
Information Management
- Monitor the shared drive folders ensuring that documents are saved in the correct area and periodically review file management systems electronic and other in accordance with the records management policy.
- Ensure good maintenance of corporate documentation, registers and policies including capturing accurate actions in up-to-date logs, communicated to the appropriate people and followed up.
- Creating and maintaining contact lists for ICB and ICS colleagues.
- Develop and maintain the legal database.
Research and Development
- Carry out web based and publication research for the annual Fit and Proper Person Test.
- Undertake auditing of governance team areas of specialism.
Operational Responsibilities
- Agenda planning and management, ensuring all papers are prepared accurately and in advance of meetings
- Collation and distribution of papers
- Taking accurate and high quality minutes
- Maintaining a record of actions and ensuring that these are communicated and followed up
- All aspects of meeting management including booking venues, catering and equipment and liaising with attendees so that meetings run smoothly, utilising the on-line room booking function, Condeco.
Planning and Organisation
- Working with governance colleagues to support face to face meetings including the public access arrangements, technology requirements and room set up.
Policy and Service Development
- Propose changes to own project, service, initiative work, informing policy and making recommendations for more effective delivery.
- Contribute to the review and development of existing project information management systems and contribute to the development of an integrated approach to project management.
Person Specification
Experience
Essential
- High quality minute taking ability
- Educated to degree level in relevant subject or equivalent level of experience of working at a similar level in specialist area
- Knowledge of administrative procedures, project management or information analysis
Desirable
- Basic knowledge of project principles
- Previously worked in similar position within the public sector
- ECDL
Communication Skills
Essential
- Skills for communication on complex information and administrative matters, requiring developed interpersonal and oral written communication skills
Desirable
- Ability to pull together comprehensive draft reports, data and letters Negotiating, networking and persuasive skills
Planning Skills
Essential
- Skills for supporting project management
Physical Skills
Essential
- Skills for manipulating information. Advanced keyboard skills, use of a range of software
Analytical
Essential
- Problem solving skills and ability to respond to sudden unexpected demands
Desirable
- Excellent time management skills with the ability to re-prioritise
Management Skills
Essential
- Skills for managing aspects of projects ensuring they meet financial targets
Person Specification
Experience
Essential
- High quality minute taking ability
- Educated to degree level in relevant subject or equivalent level of experience of working at a similar level in specialist area
- Knowledge of administrative procedures, project management or information analysis
Desirable
- Basic knowledge of project principles
- Previously worked in similar position within the public sector
- ECDL
Communication Skills
Essential
- Skills for communication on complex information and administrative matters, requiring developed interpersonal and oral written communication skills
Desirable
- Ability to pull together comprehensive draft reports, data and letters Negotiating, networking and persuasive skills
Planning Skills
Essential
- Skills for supporting project management
Physical Skills
Essential
- Skills for manipulating information. Advanced keyboard skills, use of a range of software
Analytical
Essential
- Problem solving skills and ability to respond to sudden unexpected demands
Desirable
- Excellent time management skills with the ability to re-prioritise
Management Skills
Essential
- Skills for managing aspects of projects ensuring they meet financial targets
Additional information
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).
