BtLW Programme Governance Officer (XN06)

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

• 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

• 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.

• 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

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

• Foundation-level programme or project management qualification, e.g. 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, e.g. the Chartered Governance Institute.

Employer details

Employer name

Leeds Teaching Hospitals

Address

Leeds General Infirmary

Great George Street

Leeds

LS1 3EX

https://www.leedsth.nhs.uk/