Committee and Membership Officer

2 weeks ago

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

We are seeking an experienced and highly organized individual to join our team as a Committee and Membership Officer. This is a crucial role within the Trust Secretariat, requiring an individual with excellent interpersonal skills and a wide experience in meeting management.

Key Responsibilities
  • Board of Directors Committees
    • Ensure that the Trust Board Committees, the Council of Governors, and other Executive Committees operate within their statutory powers and duties.
    • Maintain work programmes, plan agendas, arrange and diarise meetings.
    • 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.
    • Prepare the minutes, document the decisions, and ensure that actions are followed up.
    • Advise Committees on procedures relating to meetings.
    • Support the Chair, Non-Executive Directors, Director of Governance and Trust Secretary as part of the Trust Secretariat.
  • Supporting the Council of Governors
    • Implement all procedures required to maximize the number of candidates in Council of Governors elections, liaising with members, potential governors and the Trust's election provider.
    • Working with the Trust Secretary, fully implement the Council's induction and ongoing development programme, provide regular Governor communications, log and manage their expenses, and be their first point of contact for administrative issues.
    • Ensure the Council of Governors meetings run effectively and efficiently, including the responsibility for venue arrangements and accessibility, ensuring the meetings are properly recorded, transcribing the minutes, and that actions are completed.
    • Help to plan and produce the annual members meeting/annual general meeting.
    • Establish and manage the Foundation Trust membership requirements, including supporting the development of and then implementing the Trust's membership plan.
    • Recruitment of new members to the foundation trust.
    • Working with the Membership Database Service Company to ensure that this meets the Trust's requirements and statistical reports underpin the membership priorities.
  • Corporate Registers
    • Ensure the Registers required by the Constitution are compiled and are made available for public inspection.
    • Support the Trust Secretary in maintaining effective processes to record declarations of interest and monitor staff compliance with the Trust's Standards of Business Conduct.
  • Supporting the Trust Secretary
    • Provide a full range of high-quality organizational support services, with particular emphasis on assisting the Trust Secretary in managing their corporate responsibilities.
    • Provide support as directed, including arranging meetings, diary and inbox management.
    • Recognize the importance of confidentiality and sensitivity of issues and at all times be able to act using the utmost discretion.
Person Specification

Qualifications

  • Educated to degree level or equivalent demonstrable experience in an administrative or secretarial role.
  • GCSE or equivalent English and Maths.
  • General secretarial qualification such as a diploma or a professional certificate or equivalent.

Desirable

  • Knowledge of the NHS.
  • Studying or Part-qualified in any governance qualification eg. The Chartered Governance Institute UK & Ireland qualifying scheme.

Experience

  • Proven ability to take accurate minutes and notes involving complex issues.
  • Experience of managing conflicting and complex agendas and prioritizing effectively.
  • Experience of working with senior management and developing effective relationships.
  • Experience of multiple priorities.

Desirable

  • Experience of project management.
  • Significant experience of working with the public, handling difficult situations.
  • Relevant experience working in a health setting, understanding the context of local change in relation to national change.

Knowledge and Skills

  • Detailed understanding of Confidentiality, Data Protection and Caldicott principles.
  • Working knowledge of Microsoft Office packages, Outlook, Word, Excel, PowerPoint, Teams.
  • Excellent level of numeracy and literacy skills.
  • Ability to record accurate minutes/notes of meetings, summarizing discussion and presenting to a high standard.
  • Able to communicate clearly both in verbal and written communications.

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