Committee Clerk

Job overview

Sitting within the Corporate Directorate, the Corporate Governance Team is responsible for supporting all Trust Secretariat functions such as servicing the Board of Directors and Board Meetings, Board Development Sessions, Board Sub-Committee Meetings, Policy Compliance, Service Visits, Gifts and Hospitality, Executive Assistant (EA) functions and HQ Reception bases.

Main duties of the job

The Committee Clerk works closely with the Associate Director of Corporate Governance and Trust Secretary, and the Corporate Governance Officer to ensure effective corporate governance arrangements are in place to demonstrate the Trust is maintaining and demonstrating the necessary standards of accountability, probity and openness.

To assist with establishing the annual cycle of meetings at Board and Board Sub-Committee level, ensuring effective integration with relevant reporting cycles of business, liaising across departments and teams, as required, to ensure papers are produced and disseminated to agreed timescales.

To assist with the development of annual forward plans, preparation of meeting agendas, quality assurance and distribution of papers, ensuring timely production of high-quality meeting minutes.

To produce and manage meeting action logs, ensuring all actions are captured correctly, liaising with relevant responsible officers to ensure completion within the required timescales.

To identify and extract relevant information from meetings, ensuring triangulation between Board Sub-Committees and to Board, as relevant.

Work closely with colleagues in the Corporate Governance Team to ensure effective flow of business between Committees and to Board.

Working for our organisation

Cambridgeshire and Peterborough NHS Foundation Trust is a health and social care organisation dedicated to providing high-quality care with compassion to improve the health and wellbeing of the people we care for, as well as supporting and empowering them to lead a fulfilling life.

Our clinical teams deliver many NHS services, not only via inpatient and primary care settings, but also within the community. These services include children's, adult and older people's mental health, forensic and specialist mental health, learning disabilities, primary care and liaison psychiatry, substance misuse, social care, research and development.

To achieve our goal, we look to recruit high-calibre candidates who share our vision and values. As an equal opportunities employer, we encourage applications from all sectors of the community, particularly from under-represented groups including people with long term conditions and members of our ethnic minority and LGBTQ+ communities.

Please be advised we reserve the right to close adverts earlier than the closing date should we receive sufficient applications.

Regrettably, we cannot offer sponsorship for all our job roles. If you apply for a role that we cannot offer sponsorship for, unfortunately, your application form will be rejected from the process.

For further information on CPFT, please visit our website at www.cpft.nhs.uk

Detailed job description and main responsibilities

• Assist with establishing the annual programme of meetings and reporting cycles, liaising across teams and individuals to ensure all papers are produced and disseminated to agreed timescales.
• Assist with development of annual forward plans, preparation of meeting agendas, quality assuring and distributing papers, preparing action logs, and ensuring timely production of high-quality meeting minutes.
• Produce and manage meeting action logs, ensuring that all actions from meetings have been captured correctly and liaising with the responsible officers within the required timelines.
• Work closely with colleagues in the team to ensure the effective flow of business between Committees and up to the Board of Directors.
• Possess strong professional discipline, work prioritisation skills and organisational and time management skills.
• Be confident to take and transcribe formal minutes at Board and Committee meeting level using corporate templates and in line with Trust guidelines.
• Support colleagues in the production of reports for meetings.
• Assist with the preparation of Committee Annual Effectiveness Reviews, working closely with the Corporate Governance Officer to ensure a comprehensive review and report is developed.

Person specification

Education / Qualifications

• Have relevant experience of working in a senior administration post and educated to or have a similar equivalent academic ability of degree level.
• RSAIII.
• Evidence of continuing professional development.

• A formal minute taking qualification

Experience

• Experience of working in a senior administrative post with responsibility for autonomous management of incoming and outgoing communication.
• Experience of providing executive level support for Trust Board and Trust Board level Committee meetings.
• Experience of office management at an executive level.

Knowledge and Skills

• Strong computer literacy including effective use all Microsoft Office applications and the internet.
• To be able to take and transcribe formal minutes.
• Good level of understanding of relevant Trust policies and procedures (anyone external to the organisation will not have this).
• A sound knowledge of the NHS, local health organisations.
• Advance level keyboard skills (speed and accuracy).
• Excellent verbal and written communication skills with ability to produce clear and accurate reports.
• Ability to produce accurate high level papers.

Personal Qualities

• Demonstrate commitment to team working and use of effective team working; able to work independently.
• Form effective working relationships professionals internal and external to the organisation.
• Demonstrates an appropriate approach to dealing with confidentiality, both formal and informal.
• Excellent organisational skills with ability to prioritise and work to deadlines
• Cope and function effectively when working in a pressurised environment and with constant interruptions; able to cope with fluctuating levels of work and manage day-to-day pressures.
• Able to travel across geographical area of the Trust, if required.

Here at Cambridgeshire and Peterborough NHS Foundation Trust (CPFT) we are dedicated to providing high quality care with compassion. We deliver many of the NHS services that are provided outside of hospital and in the community such as physical, mental health and specialist services.

We are a health and social care organisation, offering a wide range of services, including:

• Integrated physical and mental health services for adults and older people;
• Specialist mental health and learning disability services;
• Children and young people’s mental health services;
• Children’s community services in Peterborough;
• Social care;
• Ground-breaking research

We strongly encourage applications from all sections of the community, particularly from under-represented groups including disabled people and members of our ethnic minorities and LGBTQ+ communities. For further information about our positive equality, diversity and Inclusion work, please visit https://www.cpft.nhs.uk/equalityanddiversity.

CPFT is looking to build upon its pool of temporary workers with Temporary Staffing Services (TSS). You will be asked at interview if you would be willing to register with TSS. This is an excellent opportunity for those looking to take on additional hours that are flexible around your personal circumstances.

Please be advised that in line with the WHO Health Workforce Support and Safeguards List, 2020 Cambridgeshire and Peterborough NHS Foundation Trust currently are unable to accept applications from overseas candidates whose country of residence is classed as a ‘Red List’ country.

Applicants who require entry into the UK will be required to provide a valid police certificate from the relevant authority from each country (except the UK) where the applicant has been present for 12 months or more, 10 years before the date of visa application, while aged 18 or over.

If you are successful at interview you will be subject to pre-employment checks, including a DBS (if appropriate), references and Occupational Health. To ensure a smooth process please bring all identity documents to your interview. A list of required identity documents will be attached to your interview invitation.

All communications will be sent to you via TRAC Systems. By applying for this post you are agreeing to CPFT transferring the information contained in this application to TRAC. If you are made an offer, information will also be transferred into the national NHS Electronic Staff Records system.