[ref. f94073201] Corporate Governance Projects Assistant

You will have a base at Glenfield to attend as and when required but for the majority of the time you will be able to work from home. It will be expected that you have a basic homeworking set up in your home to meet the needs of the role i.e. desk/chair.

So why not join our team and help us to deliver better healthcare, both now and in the future!

Job overview

An exciting opportunity has arisen within the Corporate Governance Team, we are looking to recruit a Corporate Governance Projects Assistant to provide support to various corporate governance projects and to provide an administrative and reception function.

You will have knowledge and experience of administrative and office systems and processes including experience of secretarial and minute-taking. The postholder will be required to have excellent communication and customer services skills with the ability to communicate at all levels across the organisation and across external stakeholders.

If you would like more information about the role, please contact Daljit Bains, Head of Corporate Governance via email [email protected]

Main duties of the job

The Corporate Governance Projects Assistant will:

1. Be responsible for ensuring that the organisation has in place sound, integrated corporate governance arrangements, policies, procedures and structures for compliance with legal, constitutional, regulatory and risk management requirements.
2. Liaise with appropriate functions within the organisation and across external organisations ensuring information is properly managed and best practice is shared across the organisation.
3. Be responsible for providing a secretarial and administrative service to the appropriate meetings / committees, to arrange and diarise meetings and to document the discussions and decisions. This will involve ensuring that agendas and papers are sent out to the meeting / committee members in a timely way and in accordance with good governance practices.
4. Be the first point of contact for visitors and members of the public, demonstrating a high level of customer service skills and promote the service in a positive manner, whilst maintaining a warm and welcoming environment.
5. Be accountable for the adherence of a number of policies in relation to the running of reception and overseeing stationery ordering, room bookings, travel bookings and management of similar corporate facility related activities.

Working for our organisation

We are looking to recruit a Corporate Governance Projects Assistant to support the Corporate Governance Team. The Corporate Governance Team plays a critical role in the development, review and embedding of corporate governance systems and processes across the organisation to ensure statutory and constitutional compliance.

Detailed job description and main 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.

• 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.

• 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.

• 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.

• 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.

• Supply relevant information required for financial management activities
• Order stationery and consumables for the department, ensuring they secured appropriately.

• Train new starters to the team as appropriate.
• Provide cross cover for colleagues as required.

• Participate in Research and Development activities as directed.

• 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

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

Knowledge

• Good working knowledge of administrative processes and procedures.

Experience

• 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

• 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.

** Please Note **

In event of exceptionally high levels of response, we reserve the right to close the post before the date stated above in order to prevent the number of applications received being unmanageable. You are advised to submit your completed application form as soon as possible to have the best chance of being considered.