About this role
Job summary
The Royal Free London's executive office is at the heart of our trust, offering a calm and reassuring presence to our staff and visitors.
Managing all areas of our corporate affairs - from supporting executive directors to compiling meeting agendas and minutes - the team operates in a fast-paced, high profile environment, where no day is the same.
We are looking for a highly organised individual who can cover a number of different areas including administrative, secretarial, and meeting support (agenda preparation and minute taking) under this Bank Band 6 role.
This opportunity is likely to suit candidates with previous experience of working in a team which is responsible for running a busy office and supporting its smooth running are encouraged to apply. An understanding of the governance arrangements and processes of NHS trusts would also be a key asset.
**VISA SPONSORSHIP DOES NOT APPLY TO THIS ROLE**
Main duties of the job
1.To support with the overall management of board committees is in accordance with the trust constitution.
2.To provide advice on compliance with the constitution and appropriate regulatory requirements to the chairs and executive leads of each board committee.
3.To accurately and appropriately document the discussions and decisions of specified meetings
4.To ensure that appropriate document management systems are in place for all formal documents and papers.
5.To support the operations of the trust executive office, attending and minuting meetings as needed and working with the executive directors to set and sign off agendas.
For further information please refer to the attached JD and PS.
About us
Our mission is to deliver world class care and expertise in our clinical services, underpinned by world class teaching and research and we will continue to measure our progress against our five governing objectives: excellent outcomes, excellent patient and staff experience, excellent value for taxpayers' money, being safe and meeting our external duties, and building a strong organisation.
Everyone is welcome at Royal Free London NHS Foundation Trust. We're proud of our diversity and we continue to undertake new initiatives to advance equality for LGBT+, BME, gender equality, staff carers and people with disabilities and lived experiences to promote good relations and understanding between our staff.
Job description Job responsibilities
MAIN DUTIES AND RESPONSIBILITIES
1.To provide appropriate managerial and administrative support to the boardcommittees.
2.Establish, and implement, effective systems for developing and managing the forward planner and agenda for each committee as agreed with each chairman.
3.Co-ordinate the production of papers, ensuring timely distribution of agendas and supporting papers for internal and external stakeholders.
4.To draft monthly committee reports to the board.
5.Attend and minute specified meetings and accurately and appropriately record discussions and decisions taken.
6.Ensure venues, facilities and refreshments are booked for committee meetings.
7.Follow up meetings with action sheets and timely production of minutes for agreement with the relevant chairman.
8.Monitor action against agreed points and ensure these are scheduled for matters arising or the forward planner as appropriate.
9.To work with the board secretary tin continuing to develop board and committee governance arrangements in the light of national good practice guidance.
10.To support with the smooth running of the trusts executive office, picking up ad hoc projects and tasks as directed by the director of corporate affairs.
FINANCIAL ACCOUNTABILITY
The post holder will be responsible for the authorisation of ordering of stationery and minor business equipment (£40,000).
For further information please refer to the attached JD and PS.
Person Specification
Trust Values & Shared Commitments Essential
Demonstrable ability to meet the Trust values & shared commitments
Experience Essential
Demonstrable experience in a similar role A commitment to improving patient services through an ability to sustain a clear performance focus on achieving demanding goals.
Desirable
Ability to be flexible and to look beyond existing structures, ways of working, boundaries and organisations to produce more effective and innovative performance and partnerships. Sound political judgement and astuteness in understanding and working with complex policy, and diverse interest groups, and common sense in knowing when to brief "up the line".
QUALIFICATIONS/SPECIAL TRAINING Essential
Degree or equivalent proven experience
Desirable
Evidence of continuing professional development in the company secretary or corporate governance field
KNOWLEDGE/SKILLS: Essential
Ability to work on your own initiative and anticipate the needs of committee chairs and senior colleagues in preparing for meetings. Demonstrable previous experience in committee administration Proven ability to take accurate and relevant minutes and to manage agendas Proven ability to engender co-operation from senior colleagues for the timely production of committee papers Ability to plan and creatively input into minutes of meetings. Ability to communicate constructively with internal and external stakeholders Advanced keyboard skills as the post holder will be required to type quickly, to format and process documents and presentations to support committee business
Personal Qualities & Attributes Essential
Remain calm in a busy environment Flexible approach to work Ability to work as part of multidisciplinary team Excellent inter-personal and communication skills High level of work organisation, self-motivation, drive for performance and improvement, and flexibility in approach and attitude; Strong sense of commitment to openness, honesty and integrity in undertaking the role.
Others Essential
Willing to undertake further training as necessary Ability to deal with difficult situations in a sympathetic and professional manner Prolonged computer use
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.
Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details Employer name Royal Free London NHS Foundation Trust
Address Royal Free NHS Foundation Trust (TRUSTWIDE)
London
NW3 2QG
United Kingdom
Employer's website https://www.royalfreelondonjobs.co.uk/ (Opens in a new tab)