Governance Team Secretary

4 months ago

Wolverhampton, United Kingdom The Royal Wolverhampton NHS Trust Full time

To work as a member of a team in the Governance Department and responsible for providing an effective and efficient secretarial and clerical support service to the Governance Department.

Administrating meetings (organising meetings / call for papers / minute taking / typing minutes to acceptable standard)

Ordering from Stores / stationery etc

Paying invoices

Filing / photocopying / keeping department notice boards up to date

Supporting the Office Manager / PA to 3 Group Deputy Directors of Assurance

The Royal Wolverhampton NHS Trust is one of the largest NHS trusts in the West Midlands providing primary, acute and community services and we are incredibly proud of the diversity of both our staff and the communities we serve. We are building a workforce that can help us to fulfil our values, improve the quality of care for patients, and solve the health care problems of tomorrow. We’re passionate about the value that diversity of thinking and lived experience brings in enabling us to become a learning organisation and leader in delivering compassionate care for our patients.

We are delighted that we have been rated as “Good” by CQC. We have achieved numerous awards; The Nursing Times Best Diversity and Inclusion Practice and Best UK Employer of the Year for Nursing Staff in 2020.

The Trust is a supportive working environment committed to creating flexible working arrangements that suit your needs and as such will consider all requests from applicants who wish to work flexibly
- Meeting Management / General Secretarial
- In conjunction with the Office Manager, service meetings; ensuring an agenda is developed, papers are received from staff as appropriate, numbered and checked, and documents are distributed for Meeting Members.
- Discuss and agree from yearly committee plan and cycle of business, who needs to contribute information prior to the paper being written and agree deadlines.
- Take clear and concise minutes, type up and maintain accurate summary action minutes.
- Ensure that meetings are arranged and rooms booked.

3.1.5 Maintain and keep updated a committee diary and ensure dates and deadlines for submissions are circulated
- Ensure papers are sent off to meet deadlines [5 working days ahead of meeting]
- Maintain good communication with meeting chairs and meeting stakeholders.
- Receive enquiries from internal and external people, receiving enquiries for a more complex nature and dealing with as appropriate.
- Invoices / ordering
- Liaise professionally with all departments regarding governance issues ensuring hospital policies and confidentiality are maintained at all times
- Provide cross cover for the secretarial team during annual leave and sickness and ensure that there is cover within the department daily between 08:00 and 17:00.
- Set up and maintain filing systems ensuring that all documents are accurately and appropriately archived.
- Undertake routine work like photocopying and shredding Maintain good communication and working relations with divisions, directorates and agencies external to the Trust.
- Design and develop information systems for the recording of accurate and timely reports.
- Deal with telephone and general enquiries in a polite and friendly manner using tact, diplomacy and maintain confidentiality when receiving and making telephone calls.
- Record messages accurately and ensures their timely communication to the relevant manager.
- Operate and maintain, on a daily basis, an efficient and effective up to date bring forward system and take action where necessary and ensure the safe keeping of all confidential documentation. Draw to the attention of the managers bring forwards for the day and raise their attention to any urgent or pressing matters
- General
- Must act in a professional manner at all times in the execution of the role and when communicating with staff at all levels of the organisation, patients, relatives, and visitors, whether in person or on the telephone.
- Ensure that all Trust standards are maintained and monitored to improve the quality of care of all who come into contact with the services provided by the Trust.
- Every employee has a duty to take reasonable care of the health and safety of him / herself and of other persons who may be affected by his / her acts or omissions at work and co-operate with the Royal Wolverhampton Hospitals NHS Trust to ensure that statutory and Trust regulations are complied with.
- To participate in appropriate training and development activities and ensure that mandatory training is kept up to date.
- To undertake any other duties as required in accordance with the grade and nature of the post.
- To participate in team, professional and personal development activities and promote commitment to continuous development and improvement.
- To ensure that all staff consciously reviews their mistakes, complaints and incidents / near misses as well as successes to improve performance and the level of customer care

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