Senior Governance and Assurance Officer
Job overview
The NHS Devon Governance Team is responsible for managing and ensuring that the ICB has in place, sound, integrated corporate governance arrangements, policies, procedures and structures for ensuring that the organisation complies with its legal, constitutional, regulatory and risk management requirements.
The Senior Governance and Assurance Officer will support the delivery of an effective and comprehensive governance service by undertaking a range of tasks across the governance portfolio ensuring that processes are implemented, meetings are supported and accurate and robust records are maintained.
The team’s matrix working approach will ensure that the post-holder develops an understanding of all aspects of the corporate governance agenda.
Main duties of the job
The postholder will provide support across a range of corporate governance activities ensuring that constitutional, governance and administrative procedures are effectively implemented and statutory documentation maintained. Key duties of the role include:
- providing logistical and administrative support to meetings, including the preparation and distribution of agendas, minute taking and following up actions in accordance with agreed deadlines.
- ensuring the maintenance of up to date and accurate Board and Committee documentation.
- being responsible for the development and maintenance electronic databases, dashboards, spreadsheets and reports to support governance, risk and assurance processes.
- maintaining the ICB’s policy register and repository; the legal services process requirements; internal audit documentation and management of the Civica system for declarations of interest, gifts and hospitality.
- providing support to the internal audit function and legal services.
Working for our organisation
NHS Devon Integrated Care System
As an Integrated Care System (ICS), we recognise now more than ever that we can only provide the care that people really need by working together. Together for Devon therefore represents a partnership where health and care services work together with local communities to improve peoples health, wellbeing and care.It aims to transform health and care services so they are clinically, socially and financially sustainable.
Our vision is simple: equal chances for everyone in Devon to lead long, happy and healthy lives. To achieve this, we have set out six ambitions for the next five years that will help us transform services including: Effective and efficient care, embedding the Integrated Care Model, the Devon deal (a citizen-led approach to health and care), Children and young people, Digital Devon and ensuring Equality.
About NHS Devon
As part of the Devon ICS, NHS Devon Integrated Care Board is responsible for the majority of county's NHS budget, and develops a plan to improve peoples health, deliver high-quality care and better value for money. The organisation is led by a diverse board, with an aim to improve peoples lives in Devon wherever they live, to reduce health inequalities and make sure we can deliver these services for the long term.
For more information, visit our website www.onedevon.org.uk
Detailed job description and main responsibilities
The Governance Team is responsible for managing and ensuring that the ICB has in place, sound, integrated corporate governance arrangements, policies, procedures and structures for ensuring that the organisation complies with its legal, constitutional, regulatory and risk management requirements.
The Senior Governance and Assurance Officer will support the delivery of an effective and comprehensive governance service by undertaking a range of tasks across the governance portfolio ensuring that processes are implemented, meetings are supported and accurate and robust records are maintained.
As part of this role, there will be a requirement to work in a matrix and flexible way across multiple areas/teams to support business needs. The objectives of the role, will be regularly reviewed to align to organisational priorities.
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.
The main responsibilities of the role include:
- Providing support to ensure all constitutional, governance and administrative procedures are effectively implemented and statutory documentation maintained.
- Providing logistical and administrative support to statutory and non-statutory meetings as requested, including the preparation and distribution of agendas, minute taking and following up actions in accordance with agreed deadlines.
- Ensuring the maintenance of up to date and accurate Board and Committee documentation including agendas and papers, action registers, decision logs and attendance logs etc
- Leading on the development and maintenance electronic databases, dashboards, spreadsheets and reports to support governance, risk and assurance processes.
- Day to day maintenance of the Policy Register, Policy Repository and Archive.
- Administrative management of the Civica System for Declarations of Interest, Gifts and Hospitality.
- Maintaining internal audit documentation including the recommendations register.
- Maintaining legal services documentation, monitoring compliance with process and advising on legal invoices to enable payment authorisation.
- Managing the Governance mailbox and calendar, being the first point of contact for Governance enquiries.
- Managing the custody and application of the common seal; the governance pages on the website and intranet and the reporting of incidents and allocation of investigations.
- Undertaking the role of Information Asset Assistant and Risk Co-Ordinator.
Person specification
Qualifications
Essential criteria- Educated to degree level in relevant subject or equivalent level of experience of working at a similar level in the area of corporate governance.
Experience
Essential criteria- Knowledge of administrative procedures, project management or information analysis.
- Committee management experience.
- Expert knowledge of MS packages including Word, Excel, PowerPoint and Outlook.
- Previously worked in similar position within the public sector.
Skills & Attributes
Essential criteria- Ability to work under pressure in a busy environment with the ability to multi-task.
- Problem solving skills and the ability to respond to sudden unexpected demands.
- Well developed time management skills with the ability to re-prioritise.
- Strong interpersonal and oral/written communication skills.
- The ability to draft reports, data and letters.
- Ability to analyse information and successfully communicate the findings.
- Negotiating, networking and persuasive skills.
- Project management skills.
Autonomy
Essential criteria- Ability to work on own initiative and organise own workload with minimal supervision working to tight and often changing timescales.