Corporate Governance Projects Assistant

Job description

Job responsibilities

Key responsibilities will include:

To support projects undertaken within the team, these will include projects such as: risk management related projects, health and safety projects, corporate committees and be responsible for the reception function.

To support with research / collation of data; prepare and produce reports to a high standard within tight timescales; attending meetings; minute taking and administration of workshops, to enable the production of action plans and accurate reports.

To be responsible for providing a comprehensive secretarial and administrative support to the Head of Corporate Governance as and when appropriate.

To act as a meeting / committee clerk and be responsible for the efficient administration of meetings, including preparation of agenda, collating and distribution of papers, taking accurate minutes for a variety of corporate meetings e.g. Committee meetings, working groups as required.

To organise and co-ordinate meetings and events with both internal and external bodies.

To operate in a demanding and complex environment to ensure effective use of time and to develop and use efficient methods of communication across the organisation.

To open, record, scan and action all incoming correspondence and communication; and to develop and maintain office systems within the team e.g. filing, bring forward, etc.

To act on behalf of designated managers in relation to communication / correspondence where necessary (for example drafting replies, taking and acting upon messages) maintaining a high level of confidentiality in the handling of confidential and highly sensitive information.

To maintain organisational records for the team e.g. holidays, sickness, expenses, etc.

To manage the reception function and responsibilities including providing on-site day-to-day support and sign-posting members of staff / visitors, managing the switchboard and postal correspondence, overseeing the room bookings utilisation review, be the main point of contact for the County Hall property and reception team etc.

To promote a positive image of the organisation; routinely check that noticeboards, meeting rooms (including equipment) and reception area are well presented, and replenishing general office and stationery supplies as required.

The job description and person specification are an outline of the tasks, responsibilities and outcomes required of the role. The job holder will carry out any other duties as may reasonably be required by their line manager.

Planning & Organising

Provide and coordinate administrative and secretarial services.

Mange diaries and travel arrangements.

Organise meetings and arrange events.

Provide effective and confidential electronic diary management for the Head of Corporate Governance and other senior managers as appropriate.

Plan and co-ordinate appointments, including rearranging and prioritising as appropriate.

Provide support to senior team meetings including organising meetings, booking rooms, and ensuring papers are ready and distributed for meetings.

Undertake the organisation and planning of events as directed.

Gather information and undertake enquires for the Head of Corporate Governance and other senior managers, teams and the wider group as and when is necessary.

Service Improvement

Develop and maintain effective electronic and paper filing systems ensuring information is secure and accessible to other team members.

Support team members in the collection of information for performance reporting on relevant team activities.

Run and collate reports, both qualitative and quantitative, including supporting with reports to the Board and senior management as required.

Create databases and spreadsheets. Input, monitor and check data produced and required for on-going and finite activities.

Analysis & Judgment

Act as a point of contact for teams, dealing and responding effectively with complex queries from a wide range of stakeholders. Use judgement to pass on relevant information to appropriate team members sensitively and autonomously.

Receive telephone calls for the department and use initiative to appropriately manage phone calls and messages.

Undertake initial analysis of non-complex information, interpreting and presenting data to highlight issues, risks in support of decision making

Provide and receive complex information which may contain contentious and sensitive information.

Communication

Be the key point of contact for enquiries and advice for the team.

Ensure all urgent and/or confidential communications are received and distributed from/to relevant parties in an appropriate and timely manner.

Handle routine correspondence and draft routine responses, ensuring that it is accurate and provided in a timely manner.

Ensure that any complaints, comments and suggestions are dealt with appropriately, in accordance with policy, resolving where possible and escalating to line manager when appropriate.

Prepare agendas, take minutes, track and follow up on actions and distribute of notes of meetings.

Financial Management

Supply relevant information required for financial management activities

Order stationery and consumables for the department, ensuring they secured appropriately.

People Management

Train new starters to the team as appropriate.

Provide cross cover for colleagues as required.

Research & Development

Participate in Research and Development activities as directed.

Policy & Service Development

Provide guidance and advice on relevant policies and procedures.

Suggest amendments and / or new processes to support the effective running of the service.

Person Specification

Education

Essential

• Educated to NVQ 4 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience.

Knowledge

Essential

• Good working knowledge of administrative processes and procedures.

Experience

Essential

• Significant secretarial /administrative experience.
• Experience of minute taking and producing reports.
• Experience of a high standard of customer service to all internal and external stakeholders.

Skills

Essential

• Ability to communicate clearly with a wide range of stakeholders (internal and external), both verbally and in writing, in situations where tact, diplomacy and influencing skills may be required.

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

NHS Leicester, Leicestershire and Rutland Integrated Care Board

Address

County Hall

Glenfield

Leicester

LE3 8TB

Employer's website

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