Detailed job description and main responsibilities

To provide a comprehensive Governance Support Officer role to the General Surgery Directorate including the arranging of appointments and meetings etc. and administrative support for general issues.

To deal effectively with all incoming correspondence relating to governance and the preparation of correspondences, agendas and minutes , making decisions and taking independent action as and when required of the highest professional standard.

To act as a secretary to various Directorate Meetings, preparing agendas, typing and distributing minutes, compiling and distributing documents and keeping files accurate and up to date.  Making decisions and taking independent action as and when required of the highest professional standard.

To deal positively and promptly with internal and external enquiries, making decisions and taking independent action where appropriate.

Production of accurate and high-quality typewritten material from long hand and using a computer.

To organise and manage efficient filing systems, both paper and electronic, in line with the Divisions Communication Strategy.

To create a comprehensive bring forward system, to assist with forward planning so papers are available when requested.

To be responsible for accurate record entry and maintenance of databases.

To be responsible for maintaining stock levels and orders on behalf of the Directorate.

Governance

To work collaboratively with the Directorate’s Clinical Director, Directorate Manager, Matron and frontline staff (as appropriate) to co-ordinate all governance requirements.

To function as the key contact for the Directorate regarding risk management and general governance activity.

To provide 2-way communication to and from the Directorate on governance performance / problems / progress of work.

The directorate governance lead will establish appropriate working relationships with divisional governance co-ordinator / leads and with the central governance team as appropriate.

Ensure the implementation, monitoring and auditing of Governance, Risk Management and Health and Safety issues within the directorate.

Ensure and participate in the education of staff in areas of Health and Safety, Risk Management and Clinical Governance.

To develop, maintain and monitor the Governance systems and processes within the Directorate.

To act as secretary to formal Governance Directorate Meetings and other meetings as required, preparing agendas, typing and distributing the minutes, typing any documents and keeping all files accurate and up to date, ensuring minutes reflect Governance requirements

To undertake record entry onto the Trust incident reporting system, Datix.

To be an effective and efficient part of the team in providing external and internal communication to all parties involved in the Directorate, bringing relevant issues to the attention of the Directorate, Matron or Clinical Director for decision making.

To maintain efficient and effective lines of communication between departments and work colleagues.

To participate in monthly Business Admin Team Meetings.

To participate in monthly 1:1 meetings.

Undertake minutes for the monthly Directorate budget meetings & sickness absence meetings.

To work in a flexible manner to meet the needs of the service and prioritise tasks to efficiently manage the workload using initiative at all times.

To undertake clerical duties including filing, photocopying and scanning for General Surgery.

To maintain and develop operational procedures in liaison with the Directorate Manager and Matron.

To assist with the organisation and delivery of workshops, conferences and events.

To attend such training as deemed appropriate by the Directorate Manager and Matron.

To maintain confidentiality and security of information at all times.

To carry out your responsibilities in line with Trust policies and procedures including Health & Safety Policies and to be familiar with the policies and procedures governing the working environment.

To participate in the Directorates appraisal system.

To provide supervision and training to administration staff on lower grades.

To provide cover, where appropriate, for colleagues, as required.

To update Directorate Policies for each department, ensuring they are completed within their review date.