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BtLW Programme Governance Officer

4 months ago

Leeds, United Kingdom Leeds Teaching Hospitals Full time

Job summary

Doyou want to join a once-in-a-lifetime transformational Programme at one of thelargest UK NHS Health Trusts?

Thisis an exciting opportunity to be part of Leeds Teaching Hospital NHS Trustsplans to build new hospitals. With anaward-winning, multi-disciplinary Programme Team and as one of the largest newhospital projects in the UK, the Trusts Programme Team combines clinical anddesign expertise, construction/project management excellence, and specialistroles. It works in a fast-paced andcollaborative environment with responsibility for the planning, design,construction and delivery of the new hospital.

Weare looking for a Programme Governance Officer to join the BtLW ProgrammeManagement Office (PMO). The role willprovide an efficient and effective administration/secretariat service for thekey bodies overseeing the Programme and its projects including: maintainingmeeting schedules; developing board work plans; drafting agendas, collatingreports; drafting high-quality minutes of meetings and actions arising forapproval; recording key decisions and approvals; and coordinating reviews ofthe effectiveness of governance bodies.

The role should be considered an on-site role with theopportunity to take advantage from the Trusts flexible working policies. The role shall be required to work from anyof the Trusts premises, although is expected to be predominantly based at theLGI site or nearby premises. The roleshall involve travel as and where necessary.

Main duties of the job

TheBtLW PMO has five main roles:

-Centreof Excellence: implementing a consistent and effective programme and projectmanagement governance, standards, processes and controls, bringing these tolife through training, guidance, templates, and software tools.

-KeyProgramme and Project Activities: supporting delivery by co-ordinatingactivities relating to planning, monitoring and reporting, benefits management,risk and issue management, reporting and monitoring, and quality assurance.

-InformationHub: maintaining a central source of accurate and accessible information ondelivery performance towards a single version of the truth for decision-makingand assurance.

-Assurance:undertaking an effective assurance function providing independent oversight,scrutiny and challenge of delivery performance and governance.

-Innovation:adopting digital technologies to support team collaboration and task automation.

Therole will focus on activities that support or improve existing programme andproject governance or controls including assurance to ensure our adherence togood practice.

With experience of working in a large organisation ina corporate governance, secretarial or administrative role, you will have agood understanding of the concepts and principles of good governance andpreferably have foundation-level qualifications in project management and/orcorporate governance or equivalent experience.

About us

Thisis an exciting opportunity to be part of Leeds Teaching Hospitals NHS Trustsaward-winning Building the Leeds Way Programme Team who have responsibility forleading the planning and delivery of the Trusts new hospitals.

Thisis a complex and evolving Programme that will see you working on one of thelargest transformation and capital investment Programmes in the City. You will work in a supportive team that willenable you to maximise your impact providing you with significant opportunitiesin a role that will be changing, fast-paced and dynamic - no day will be thesame

Youllbe encouraged to collaborate with colleagues and key stakeholders, be supportedand empowered to make decisions and youll have training, mentoring andprofessional support to enable you to maximise your contribution and impact todelivering the Trusts new hospital plans.

Leeds Teaching Hospitals is committed to our processof redeploying 'at risk' members of our existing workforce to new roles. Assuch, all our job adverts are subject to this policy and we reserve the rightto close, delay or remove adverts while this process is completed. If you doexperience a delay in the shortlisting stage of the recruitment cycle, pleasebear with us while this process is completed, and contact the named contact ifyou have any questions.

Job description

Job responsibilities

The postholder will undertake assigned specific activities aligned with the role with responsibility for providing an efficient administration and secretariat service for the key governance bodies overseeing the Programme and its projects working closely with the Programme Director, the Programme Office Manager, the PMO Officers, Company Secretary/Trust Board Administrator, and Building Development Committee (BDC) Chair. This will involve:

creating and maintaining annual meeting schedules for governance board with associated annual work plans of reporting and assurance activities;

drafting high quality meeting agendas and collating meeting reports and papers to an agreed timetable on our MS Teams site;

quality assuring reports and papers with authors and PMO to ensure they meet required standards;

circulating agendas and associated papers to members/attendees in a timely manner;

drafting high-quality minutes of meetings for approval and recording actions and key decisions and approvals;

drafting Summary Reports of BDC meetings on behalf of the Chair for submission to the Trust Board;

drafting an Annual Report on the performance and effectiveness of the BDC for the Committee Chair;

co-ordinating an annual review of the BtLW Programmes governance and boards terms of reference to update the Programme Execution Plan.

The successful candidate will ideally have experience of working in a large organisation in a corporate governance, secretarial or PMO role, supporting the administration of committees or boards. You will have experience of working to documented processes and be able to take detailed notes at complex meetings and transcribe these into accurate minutes or records.

You will have a degree in a relevant discipline or equivalent experience and ideally have appropriate foundation-level qualifications from the Chartered Governance Institute or in programme or project management. You will need excellent ICT skills and knowledge of core MS Office applications (Word, Excel, Powerpoint, Outlook, Teams) and Adobe Acrobat.

The posts responsibilities include handling complex, sensitive or contentious information requiring discretion. You must be able to demonstrate excellent communication and interpersonal skills and an ability to work confidently and constructively with colleagues at multiple levels.

Banding subject to review

Person Specification

Skills & behaviours

Essential

Able to demonstrate excellent communication skills, both written and oral, and to present complex or sensitive information effectively to groups. Ability to listen to presentations and discussions on a wide range of complex strategy and delivery issues, to understand and assimilate this information and to reflect this accurately and concisely i Able to manage competing and conflicting demands, balancing priorities to respond changes to service demand. Able to work to deadlines and under pressure flexibly and in a rapidly changing environment.

Experience

Essential

Good experience of supporting committee and/or board administration and a solid understanding of the concepts, principles and practices of good governance. Experience of supporting and working to documented governance and administrative policies, processes and procedures. Significant experience of taking detailed notes of complex meetings and transcribing notes or recordings into accurate minutes or records. Excellent knowledge of MS Office suite (Word, Excel, Powerpoint, Visio, Outlook) and Adobe Acrobat to high level of competence.

Desirable

Experience of working in an NHS or public sector body and knowledge of their structures. Experience of working in a programme or project governance environment. Experience of working with Standing Orders, Scheme of Delegation and Standing Financial Instructions, and Board Terms of Reference.

Qualifications

Essential

Degree in relevant discipline or demonstration of relevant transferrable knowledge and skills. Evidence of continuing professional and personal development.

Desirable

Foundation-level programme or project management qualification, Prince 2 or MSP, and/or foundation-level qualification from the Chartered Governance Institute or similar board-level minute-tak Membership of a relevant professional body, the Chartered Governance Institute.