Corporate Governance Officer in Reading

The post holder will support the Head of Corporate Governance and Trust Secretary in establishing, maintaining and ensuring the Trust's corporate governance function is performed to the highest standards and in accordance with all statutory and legislative requirements. The post holder will provide advice and support in the absence of the Head of Corporate Governance, support the Chief Executive and Executive Directors with a full administrative service, manage a high-quality secretarial service to Executive Directors and the Chairman, develop HR practice and deliver a desk-based exercise as part of the interview process.

Responsibilities

• Manage the end-to-end processes of all board and executive committee life-cycles in compliance with the Trust's Constitution, Standing Orders, Standing Financial Instructions and other legislative and policy requirements.
• Assist the Head of Governance in reviewing and analysing constitutional and regulatory documents and advise the Board and Executive of changes accordingly.
• Ensure all Board and Executive Management meetings are quorate, appropriately minuted and end-to-end processes are fully completed.
• Assist and support the Chairman, Trust Secretary and Head of Governance to support the Trust in fulfilling statutory obligations.
• Manage the Chief Executive's Office, line-manage, lead and develop a high-quality secretarial service to the Executive Directors and Trust Chairman.

Governance Responsibilities

• Compile and maintain an annual agenda planning cycle for the Committees to ensure workflow and deadlines are met and items of business are considered in the appropriate forum.
• Ensure 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 on specific timetables.
• Act as officer to all assigned meetings with responsibility for making all necessary arrangements, servicing and providing relevant support.
• Take high quality, succinct minutes of Board, Board Sub-Committee and Executive Management Committee meetings ensuring proceedings and resolutions are properly recorded and decisions, mandates and actions are communicated to the relevant parties.
• 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.
• Assist the Head of Governance in the review and analysis of constitutional and regulatory documents to ensure all Board and Executive processes remain up to date and compliant with changes in policy and legislation.
• Be a point of contact for Trust staff and the wider community with regard 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 negotiation and/or persuasion to reach an understanding.
• Assist the Trust Secretary and Head of Governance to ensure that the Trust Corporate Governance function meets all regulatory and statutory requirements, advising the Executive Directors, their direct reports and other stakeholders of any changes 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 and take responsibility for its appropriate application in the sealing of Trust contracts and agreements and ensure all usage is reported 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.
• Present to the Board of Governors, Executive Management Committee, Board Committees and Board Sub-Committees and the community and Trust staff on the importance and complexities of Corporate Governance policies and statutory requirements.
• Produce reports by seeking, collating, analysing and interpreting data 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 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 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 public on the day of the event.
• 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 and published on the Trust website.
• Organise and sign off expenditure/expenses for Governors associated with attendance at Trust meetings and events.

Executive PA Team Leadership & Management

• Develop and maintain a SOA for the Executive PA service and ensure routine review to ensure ongoing appropriateness and suitability.
• Monitor performance against the SOA to ensure optimal management and leadership of the service.
• Hold regular 1-1 and team meetings for horizon scanning, identify and problem-solve issues and 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 and support 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 statutory obligations and deputise for the Head of Governance.
• Provide support across the Corporate Governance Department, attend membership events, monitor the Foundation Trust website, promote diversity and manage procurement of Non-Executive Directors, ensure effective monitoring of the website and address statutory and regulatory compliance.

Person Specification

• Essential Qualifications

• Previous NHS experience – minimum 2 years across areas such as Law, Freedom of Information Act, Governance or large group facilitation.
• Effective line-management experience including staff appraisals and development.
• Minimum of two years’ relevant experience in administering the meetings process in an organisation.
• High standard of minute-taking.

• Knowledge of Board and Corporate administration processes.
• Ability to understand complex legal, regulatory and statutory requirements and provide advice and guidance to Executive Directors and other stakeholders.
• Hold or study towards Institute of Chartered Secretaries qualification.

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and requires a Disclosure and Barring Service check for any previous criminal convictions.

Applications from job seekers who require current Skilled Worker sponsorship to work in the UK are considered.

Employer Details: Royal Berkshire NHS Foundation Trust, Royal Berkshire Hospital, Craven Road, Reading, RG1 5AN.