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Detailed job description and main responsibilities

The post holder will hold the budget for own work area.

Governance

• Compile and maintaining an annual agenda planning cycle for the Committees to ensure the workflow between these meetings is properly planned to meet internal and external deadlines and items of business are being considered at the appropriate time in the most appropriate forum, including the Terms of Reference.
  
  
• Ensure that Board and Executive Management meetings are held in accordance with the Trust’s constitution, Committees Terms of Reference and quorum requirements.
• Coordinate the drafting and collation of meeting Agendas, papers, reports and updates for distribution to Board Committees, Executive Management Committee, Board meetings and Board Seminars to specific timetables, ensuring timely dissemination.
  
  
• Act as officer to all assigned meetings with responsibility for making all necessary arrangements, servicing and providing relevant support.
  
  
• Taking high quality, succinct minutes of Board, Board Sub-Committee and Executive Management Committee meetings ensuring that proceedings and resolutions are properly recorded and ensuring decisions, mandates and actions are appropriately assigned and communicated to the relevant parties.
  
  
• To establish and maintain systems for the effective flow of information ensuring that all necessary actions are included on the appropriate Committee meeting Agenda and that all follow up actions are clearly communicated to the relevant responsible owner.
  
  
• To assist the Head of Governance in the review and analysis of constitutional and regulatory documents to ensure that all Board and Executive processes remain up to date and compliant with changes in policy and legislation and to advise the Board and Executive of these changes accordingly.
  
  
• Be a point of contact for Trust staff and the wider community – including the Integrated Care Board, community and university partners, Governors, Trust Members and the general public with regards to advice on Corporate Governance policies, regulatory and statutory requirements and other processes where the information may be of a sensitive or complex nature which requires the post holder to negotiate and /or persuade others to reach an understanding.
  
  
• Assist the Trust Secretary and Head of Governance to ensure that the Trust Corporate Governance function meets all the Trust’s regulatory and statutory requirements, advising the Executive Directors, their direct reports and other stakeholders of any changes etc. as required.
  
  
• Provide guidance to the Chairs and other Committee Members on Corporate Governance requirements to ensure the appropriate and effective running of Board Sub-Committee meetings.
  
  
• Manage the safe custody of the Trust Seal, take responsibility for its appropriate application in the sealing of Trust contracts and agreements and ensure all usage is reported appropriately to the Board Audit & Risk Committee.
  
  
• Assist with the review and annual effectiveness evaluation of Committee performance, including self-assessment, and monitoring adherence to Committee Business Cycles, to inform any revisions to the terms of reference. This will require the drafting of formal and summary reports for Board Committees.
  
  
• Presents to the Board of Governors, Executive Management Committee, Board Committees and Board Sub-Committees, the community and Trust staff on the importance and complexities of Corporate Governance policies and regulatory and statutory requirements. Setting out the complex nature of the subject and the consequences for the Trust should it not be adhered to.
  
  
• Produce reports by seeking, collating, analysing and interpreting data (including numerical data and statistics) and information for the Executive Management Committee, Board Committees and Board Sub-Committees.
  
  
• Ensure all reports to Board Committees and Executive Management Committee have been formally considered for legal issues prior to sign-off and are presented in the correct format.
  
  
• Establish and maintain systems for monitoring and progressing of actions arising from committees and auditors reports, ensuring these are appropriately tracked
  
  
• Assist the Head of Corporate Governance and Trust Secretary in maintaining a compliance information register to ensure that external reporting requirements are fulfilled.
  
  
• Lead on the development of and provide training in Governance and Compliance to staff in the Trust, including with regard to the Register of Interests.
  
  
• Assist with the compilation, drafting and editing of the Trust Annual Report in compliance with NHS England reporting requirements, ensuring all statutory disclosures are included and the Annual Governance Statement is completed.
  
  
• Assist the Head of Corporate Governance in project managing the Trust Annual Report and coordinating responses from teams across the Trust to tight deadlines.
  
  
• Assist the Corporate Governance team with the preparations for the Trust Annual General Meeting (AGM) including assisting the Board, Governors and members of the general public on the day of the event. 
  
  
• Lead on, manage and maintain, up to date corporate and governance information on the Trust’s website including the publication of Board meeting materials for Public Board meetings, the Register of Interests and the Council of Governors page.
  
  
• Lead on the effective arrangements for the induction and training of Non-Executive Directors ensuring training remains up to date and appropriate.
  
  
•  Assist the Chairman of the Trust and Executive Members with the recruitment of Non-Executive Directors including arranging interviews, reviewing recruitment materials, liaising with candidates and arrangements on the day. 
  
  
•  Ensure all registers required by the constitution or related legislation are established, maintained, are available for inspection and published in timely fashion on the Trust website.
  
  
•  Organise and sign off expenditure/expenses for Governors associated with attendance at Trust meetings and events.

Executive PA team leadership and management:

• Develop and maintain a SOA for the Executive PA service, ensuring routine review to ensure ongoing appropriateness and suitability.
  
  
• Monitor performance against the SOA to ensure the optimal management and leadership of the service.
  
  
• Hold regular 1-1 and team meetings for horizon scanning, identify and problem-solve issues, coordinate annual leave and plan workload effectively.
  
  
• Manage the day-to-day operations of the Chief Executive’s office, leading on and coordinating communication and information sharing with the Chief Executive and Executive Directors.
  
  
• Ensure appropriate workload cover so that all Executive Directors have access to continuous PA support and diary management year-round.
  
  
• Produce high-quality written material, including presentations, reports, letters, memoranda and other papers as required.
  
  
• Let the standards of performance for the secretarial team, including conducting staff appraisals and setting appropriate and feasible objectives.
  
  
• Promote continuous professional development, supporting training for PA staff as required.
  
  
• Take responsibility for tasks delegated by the Chief Executive and Executive team including ensuring their diaries are well-planned to deliver the prioritised objectives of the Trust and the Chief Executive’s personal objectives.
  
  
• Maintain contact with the Chief Executive’s direct reports and directorates.
  
  
• Undertake any other duties which may become necessary for the efficient running of the Executive Office.
  
  
• Be responsible for developing and implementing policies relating to Corporate Governance.

Under the direction of the Trust Secretary and Head of Corporate Governance:

Work with the Chairman, Trust Secretary and Head of Corporate Governance to support the Trust in fulfilling its statutory obligations.

Deputise for the Head of Corporate Governance including but not limited to supporting and servicing the Board of Directors and its committees, Executive committees, the Council of Governors and the Trust subsidiary company HFMS.

Provide support across the Corporate Governance Department, including attendance/support at membership events as required.

With other members of the Corporate Governance Team, ensure the effective monitoring of the Foundation Trust website making sure that emails are directed to relevant Trust departments in timely fashion.

 Actively promote diversity, including race diversity, both in the delivery of the Directorate’s services and in the recruitment, management and development of staff within the Directorate.

This job description is not exhaustive and will be subject to periodic review in association with the post holder.

The post holder will be expected to demonstrate a flexible approach in the delivery of work within the Corporate Governance team.

This is mostly office-based but, there may be meetings to attend both internally and externally.

To undertake any other duties commensurate with the grading of this post.