Committee and Membership Secretary

2 months ago

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

Job summary

We are looking for an enthusiastic and highly organised individual to join our team in the Trust Secretariat, supporting Board Committees and the Council of Governors.

You will have excellent organisational abilities vital in balancing competing priorities, they will be flexible, proactive, focused and able to build relationships quickly. You will ideally be an experienced committee secretary, or you may have Executive Assistant experience, will be very comfortable with minute taking and have an in-depth understanding of the level of support required to Board/Executive level leaders. You can manage the detail and be solution focused, offering your skills and experience to ensure that we are as effective as possible and that we make time matter. You may already have experience of working with governors and leading on the Council's membership responsibilities.

You will use comprehensive project planning to support the Council to share information and to capture the views of staff and local people.

If you are passionate about delivering a high quality service and have confidence in your abilities to lead and motivate, we want to hear from you

Although the role is based at Colchester General Hospital, travel to our Ipswich site will be required as and when needed.

Please note Interviews will be held on Tuesday 20th August at Ipswich Hospital.

Main duties of the job

You will work closely with the Trust Secretary to provide a comprehensive administrative and support service to Board of Directors' Committees and the Council of Governors and its Committees, recognising the importance of confidentiality and sensitivity of issues, and using the utmost discretion.

This is a crucial role within the team and requires an individual with excellent interpersonal skills and a wide experience in meeting management. The role is very busy and particular importance is placed on providing a high standard of minute taking, action management and ensuring that effective annual Committee work programmes continue to develop.

The role includes responsibility for the day-to-day management of the Foundation Trust membership. You will lead on implementation of the membership plan, working with governors and supporting them to represent the interests of the members and the public.

About us

We are ESNEFT and we provide hospital and community health services to almost one million people across east Suffolk and north Essex. Our dedicated staff deliver care from acute hospitals in Colchester and Ipswich, community hospitals, surgeries, community clinics and in patients' own homes.

We are one of the largest NHS organisations in England, employing more than 12,000 staff.

We pride ourselves on supporting our staff. We offer a wide range of training and development opportunities, as well as flexible working options.

Along with supporting you to achieve your career goals we offer a generous pension scheme, unsocial hours payments (where 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.

Our philosophy is that Time Matters to everyone. Across the Trust, we concentrate on improving the things we do and removing those which cause time delays for our staff and patients.

We are investing in our commitment to Time Matters with a partnership with leading electronic patient record (EPR) supplier Epic. This digital transformation will bring what's widely regarded as the world's best EPR system to ESNEFT, transforming life in hospital for staff and patients.

If you are passionate about patient care and want to develop your skills and knowledge, then we want to hear from you.

Find out about living and working here -

Job description

Job responsibilities

Board of Directors Committees

To ensure that the Trust Board Committees, the Council of Governors, and other Executive Committees operate within their statutory powers and duties. To maintain work programmes, plan agendas, arrange and diarise meetings. 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 prepare the minutes, document the decisions, and ensure that actions are followed up. To advise Committees on procedures relating to meetings. To 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 maximise the number of candidates in Council of Governors elections, liaising with members, potential governors and the Trusts election provider. Working with the Trust Secretary, fully implement the Councils 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. To establish and manage the Foundation Trust membership requirements, including supporting the development of and then implementing the Trusts membership plan. Recruitment of new members to the foundation trust. Working with the Membership Database Service Company to ensure that this meets the Trusts 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 Trusts Standards of Business Conduct.

Supporting the Trust Secretary

To provide a full range of high-quality organisational support services, with particular emphasis on assisting the Trust Secretary in managing their corporate responsibilities. To provide support as directed, including arranging meetings, diary and inbox management. You must be able to recognise the importance of confidentiality and sensitivity of issues and at all times be able to act using the utmost discretion.

For full details of the responsibilities and duties of this role please see the attached job description.

Person Specification

Qualifications

Essential

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

Essential

Proven ability to take accurate minutes and notes involving complex issues. Experience of managing conflicting and complex agendas and prioritising 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

Essential

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, summarising discussion and presenting to a high standard. Able to communicate clearly both in verbal and written communications.

Desirable

NHS IT systems. Analytical and problem-solving skills.

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