About this role
Job summary
The post holder will provide comprehensive corporate secretariat support to the Board of Directors, Council of Governors and associated Committees and groups, ensuring that governance processes are effective, well organised and delivered in accordance with statutory, regulatory and constitutional requirements.
The post holder will be responsible for the planning and administration of committee business, including agenda preparation, management of meeting papers, production of high-quality minutes and action tracking. They will develop effective working relationships with Board members, Governors, senior managers and external stakeholders, providing professional governance support and advice as required.
Under the supervision of the Deputy Trust Secretary, the post holder will lead the operational management of the Trust's Freedom of Information function. This will include overseeing the end-to-end processing of Freedom of Information requests, providing advice and guidance to staff, monitoring statutory compliance, maintaining the Trust's Publication Scheme, supporting policy development and reporting performance information to senior management and relevant committees.
The post holder will contribute to a broad range of corporate governance activities, including statutory compliance, membership and governor matters, Annual Report production, Fit and Proper Person processes and the maintenance of corporate records and registers.
Main duties of the job
Ability to take meeting minutes at Board/Committee level is a key requirement for this post. The ideal candidate will have experience of producing formal minutes and agendas in a timely and efficient manner, maintaining forward plans and organising efficient and effective meetings.
The ideal candidate will have good communication and interpersonal skills with an excellent command and understanding of English punctuation and grammar. You will be able to effectively communicate with board members, governors, stakeholders and members of the public.
You will have experience of managing staff and/or will have experience of providing training and guidance to junior colleagues and are looking to progress to a supervisory / management role.
You will have a good understanding of the Freedom of Information Act and a clear understanding of the importance of handling confidential information appropriately.
You will have a proven ability to plan, organise and coordinate complex activities and programmes of work. You will have experience of undertaking research and presenting results. You will have the ability to prioritise your own workload and work to deadlines.
The ideal candidate will be computer literate, with experience of using Microsoft Office packages including MS Word, Excel, PowerPoint, Outlook/Diary management.
About us
We take pride in placing people at the centre of everything we do, working together as a united team. Driven by a shared ambition to continually grow, develop, and learn, we recognise and value every contribution. By combining our experience and skills, we not only support our vibrant, diverse communities, but also support one another.
With a team of over 9,000 employees, we are proud to be the largest employer in Gloucestershire and rank among the top 10 largest Trusts in the South West region. By joining our Trust, you will benefit from an excellent package that includes exclusive benefits, flexible working opportunities, and the chance to gain valuable experience in one or both of our innovative hospitals.
As well as generous annual leave allowance, you will have access to the excellent NHS pension scheme, competitive bank rates, discounts at local shops and restaurants, access to two on-site nurseries, discounted public transport, reward and recognition and a range of health and wellbeing initiatives to support you.
Job description Job responsibilities
1. Key Responsibilities
The Corporate Governance Officer will be expected to:
Board and Committee Administration
- Provide professional corporate governance and secretariat support to the Board of Directors, Council of Governors, Board Committees, and other designated governance meetings
- Manage the administration of allocated committees and governance groups, including maintaining annual workplans, forward planners and agendas
- Draft agendas for agreement with Committee Chairs and Executive Leads, monitor the timely submission of reports and supporting papers, and escalate delays or governance concerns where appropriate.
- Coordinate the preparation, quality assurance and distribution of meeting papers and maintain designated areas of the Trusts board administration system.
- Attend allocated meetings and produce accurate, high-quality minutes, ensuring decisions, assurances. Actions and matters for escalation are recorded appropriately
- Maintain confidentiality and exercise sound judgment when handling sensitive corporate information and matters relating to Board business
- Provide cover for agreed delegated governance and secretariat duties in the absence of the Trust Secretary or Deputy Trust Secretary, ensuring continuity of routine committee support and escalating matters requiring senior judgment.
Freedom of Information
The Corporate Governance Officer will, under the supervision of the Deputy Trust Secretary:
- Lead the operational management of the Trust's Freedom of Information (FOI) process, ensuring requests are processed efficiently, consistently and in accordance with statutory requirements and NHS best practice.
- Act as the Trust's primary point of contact for Freedom of Information requests, coordinating responses across Directorates and ensuring compliance with statutory timescales and regulatory requirements.
- Provide professional advice, guidance and training to managers and staff regarding Freedom of Information legislation, exemptions, publication requirements and disclosure obligations.
- Monitor compliance performance, identify risks and themes arising from requests, and support the development of action plans and service improvements where required.
- Review and maintain Freedom of Information policies, procedures and guidance documents to ensure compliance with legislation, the ICO Code of Practice and national guidance.
- Maintain and develop the Trust's Publication Scheme and disclosure log, ensuring information published on the Trust's website remains accurate, current and accessible.
- Produce performance reports, compliance metrics and management information for senior managers, Trust committees and external reporting requirements.
- Line manage, support and develop the Freedom of Information Assistant, including undertaking appraisal, performance management and personal development responsibilities.
Governance and Compliance
- Support the Trust Secretary in the administration of the Fit and Proper Person Process.
- Assist in maintaining custody of the Trusts corporate seal and the register of its use in accordance with statutory regulations regarding security and use of the seal.
- Develop and manage effective filing and administrative systems in line with the Trusts Information Governance policy and procedures.
- Support the maintenance, review, and publication, where required, of registers of interests, conflicts of interests, gifts and hospitality and related declarations
- Assist in the production of the Trusts Annual Report.
- Assist with the administration process of Governor elections as and when required.
- Assist with the organisation, co-ordination and attendance at the Annual Members Meeting as required as well as similar membership events.
General
- Undertake the administration of Admin Control.
- Respond to enquiries from members of the public, members, and Governors.
- Check and ensure accuracy of Calendars, databases, contact lists, tracking systems etc.
- Proof-read documents produced by the Corporate Governance Team prior to submission and/or publication.
- Prioritise and organise own workload to meet timescales.
- Make changes in own practice and offer suggestions for improving services.
- Provide cover for agreed delegated governance and secretariat duties in the absence of the Deputy Trust Secretary, escalating matters requiring senior judgment.
The above list of responsibilities is not exhaustive and the post holder may be required to undertake other responsibilities and training as requested by the Corporate Governance Team, appropriate to the grade. All the Corporate Governance Team members will be expected to work flexibly across all the dimensions of corporate governance and the Trust Secretary will determine the division of roles and responsibilities.
Person Specification
Qualifications, Knowledge and Experience Essential
Educated to Bachelor's degree or able to demonstrate equivalent knowledge and experience Experience of producing formal minutes and agendas at Board Committee level. Computer literate in MS Word, Excel, PowerPoint, Outlook/Diary management. Expertise within corporate governance and/or Freedom of Information, underpinned by theory and practical experience, this may be acquired through training, qualifications or equivalent experience.EA Understanding of good corporate governance arrangements within the NHS or public sector environment. Ability to analyse complex information and apply legislation and guidance appropriately. Ability to produce high-quality reports and correspondence to a professional standard
Desirable
Experience of drafting a calendar of Board, Council of Governors, and Committee meetings Experience of maintaining work plans Experience of using a Board Portal particularly Admin Control
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 Gloucestershire Hospitals NHS Foundation Trust
Address Gloucestershire Royal Hospital Hospital
Great Western Road
Gloucester
GL1 3NN
United Kingdom
Employer's website https://www.gloshospitals.nhs.uk/ (Opens in a new tab)