Committee and Membership Secretary

2 months ago

Colchester, United Kingdom East Suffolk and North Essex NHS Foundation Trust Full time

We have an exciting opportunity for an enthusiastic and highly organised individual to join our team in the Trust HQ.

This is a crucial role within the Trust Secretariat team and requires an individual with excellent interpersonal skills and a wide experience in committee meeting management, with particular importance placed on providing a high standard of minute taking and action management

If you are passionate about working within the Trust HQ and are able to deliver a high quality service and have confidence in your abilities to lead and motivate - we want to hear from you

For an informal chat about the role, please call Ann Filby, Trust Secretary, on 07932 322068.

This post is based at our Colchester Hospital site, however travel to our Ipswich site will be required as and when needed.

Please note Interviews will be held on Wednesday 29 March at Colchester Hospital.

As the Committee and Membership Secretary you will be responsible for the day-to-day management of the Foundation Trust Membership. Leading membership recruitment campaigns for the NHS Foundation Trust function by holding events, meetings, campaigns and plan and capture activities by the provision of comprehensive project planning.

You will work closely with the Trust Secretary to provide a comprehensive administrative, engagement and involvement service to Board of Directors’ Committees, the Council of Governors and Members, whilst recognising the importance of confidentiality and sensitivity of issues and able to use the utmost discretion.

You will arrange and diarise meetings, to document the discussions and decisions, to write the minutes of the meetings and to ensure actions are followed up. Provide support to the Chair, NEDs, Director of Governance and Trust Secretary as part of the Trust Secretariat team reporting to the Trust Secretary. To provide Executive Assistant support as required

One of the largest Trust’s in East Anglia, East Suffolk and North Essex NHS Foundation Trust (ESNEFT) provide hospital and community health services to people living across a wide geographical area. We deliver care from two main hospitals in Colchester and Ipswich, six community hospitals and in patients’ own homes. You will be joining a team of almost 12,000 amazing colleagues providing care to approximately a million people.

Along with supporting you to achieve your career goals we offer a generous pension scheme, unsocial hours payments (if applicable), 27 days annual leave on commencement (pro rata) and access to a range of NHS discounts. Our Staff Health and Wellbeing programme offer a variety of services. We offer a range of flexible working opportunities.

Our philosophy is thatTime Mattersto everyone. Across the Trust, we concentrate on improving the things we do and removing those which do not work or cause time delays for our staff and patients.

If you are passionate and want to develop your skills and knowledge then we are keen to hear from you.

Board ofDirectors’ Committees
- To ensure that the Trust Board Committees, the Council of Governors, and other Executive Committees operate within their statutory powers and duties.
- To ensure that agendas and papers are sent out to Board and Committee members within the time limits set out in the standing orders and terms of reference.
- To plan agendas, arrange and diarise meetings, document the discussions and decisions, to write the minutes of the meetings and to ensure actions are followed up.
- To advise committees on procedures relating to meetings.
- To support the Chair, NEDs, Director of Governance and Trust Secretary as part of the Trust Secretariat team and provide Executive Assistant support as require

Supporting the Council of Governors
- To establish and manage the Foundation Trust membership requirements, including putting in place robust office systems to enable the Trust to meet deadlines and targets set by the Department of Health and Social Care and NHS England.
- Work with the communications and engagement team in developing and implementing the Trust’s Membership Strategy.
- First point of contact for the Governors and manage any queries received.
- Recruitment of new members to the foundation trust.
- To agree methods of providing Membership Database Service Company with new membership registrations.
- Ensure the Council of Governors’ meetings run effectively and efficiently, including the responsibility for venue arrangements and accessibility, ensuring the meetings are properly recorded and transcribing the minutes. Supporting the development and maintenance of the Council of Governors Annual Calendar and training programme. Help to plan and produce the annual members meeting.
- Liaising with members and potential governors regarding any issues surrounding the election process.
- Provide statistics associated with the reports for both the Trust and NHS England.
- Ensure the Registers required by the Constitution are compiled and are made available

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