Swydd wag: Administrative Support Officer - Governors, Lancashire Teaching Hospitals NHS Foundation Trust, Preston

Crynodeb o'r swydd

Prif leoliad: Office of the Company Secretary
Gradd: Band 3
Contract: Parhaol
Oriau: Llawnamser - 37.5 awr yr wythnos (There will be a requirement to work outside of office hours and some weekend work on occasions.)
Cyfeirnod y swydd: 438-PB1621

Cyflogwr: Lancashire Teaching Hospitals NHS Foundation Trust
Math o gyflogwr: NHS
Gwefan: Royal Preston Hospital
Tref: Preston
Cyflog: £22,816 - £24,336 Per annum, Pro Rata
Cyfnod cyflog: Yn flynyddol
Yn cau: 19/05/2024 23:59
Dyddiad y cyfweliad: 31/05/2024

Administrative Support Officer - Governors

Band 3

Swydd ddisgrifiad a phrif gyfrifoldebau manwl

Responding to external and internal telephone queries relating to Council and others and referring to appropriate person.
Handle governor issues either by telephone or in person in a timely manner and in accordance with Trust and local procedures.
Communicates with a range of staff, users and visitors to the Trust / Department utilizing a variety of communication methods including verbal, electronic, and passing information in a format that is appropriate to the individual request.
Manage the electronic calendar for Council, organising meetings as required and accurate maintenance of electronic diaries with effective communication of diary commitments.
Coordinate attendance by governors at external events. Liaising with the Communications Team with regard to the presence of governors at events held both by the Trust and partner organisations.
Support governors at external events as and when required (this might include the transportation of materials to and from the venue).
Chase progress on issues as directed by line manager with appropriate managers on behalf of Trust Council as and when necessary to ensure that deadlines are met.
Maintain efficient and effective administrative systems, including governor details, length of service, etc and ensuring that details of governors on Trust documentation (including the Trust website) is accurate and up to date.
Support Council workshops, including arranging the venue, ordering refreshments, and taking notes.
Provide secretarial and administrative support to the Company Secretary.
Liaise with Communications Team on the production of Trust Matters and other communications specific to governors.
Maintenance of a variety of electronic databases as required and as directed.
Support, as directed, with the annual Governor Elections process.
Support the organisation and facilitation of the Annual Members’ Meeting.
Support governor training. Including maintaining the register of mandatory training dates and ensure training dates are flagged to all relevant governors and an attendance report submitted through to the Company Secretary.
Promote and support administration functions within the department and to ensure effective working practices are in place.

Manyleb y person

Qualifications and Education

Meini prawf hanfodol

Good general education to GCSE standard or equivalent

Meini prawf dymunol

ECDL Qualification

Knowledge and Experience

Meini prawf hanfodol

Secretarial experience
Understanding of the role specifically in relation to the sensitive information and rules
Experience of a customer service focussed environment

Meini prawf dymunol

Understanding of the structure and workings of the NHS
Events support with ability to travel to external locations when required

Thanks for taking the time to view this advert; we’re looking forward to receiving your application. You should be aware that the vacancy may close earlier than the published date if sufficient applications are received so it would be best to apply as soon as you can. We’ll contact you by e-mail to update you on the progress of your application so please check the e-mail account that you applied from (including spam/junk) regularly.

We are committed to promoting equality of opportunity, celebrating and valuing diversity and eliminating any form of unlawful discrimination across our workforce, ensuring our people are truly representative of the communities we serve. All individuals regardless of race, age, disability, ethnicity, nationality, gender, gender reassignment, sexual orientation, religion or belief, marriage and civil partnership, neurodiversity or veteran status are encouraged to apply for this post. Our Statement on the Recruitment of Ex-Offenders is available Here

To support you in your application process we’ve created a What we can offer you guide that shows what you can expect when you join our hospitals. The guide includes links to our strategic aims and objectives as well as our values, development support and rewards and benefits. To help you get the best from your application we’ve also put together two guides to help you make your application the best it can be. Just click here and here to go through them, or have them open as you complete your application.

We recognise that the recruitment process may present barriers for some and you may need personal adjustments to enable you to participate in our recruitment process. Please make contact with the recruitment team at the earliest opportunity to ensure that measures can be put in place to enable your application for this post.

We are reminded everyday of how important life is, so as part of our Working Smarter pledge we offer a variety of flexible working options and wellbeing support to enable our people to find and maintain the right work-life balance.

If you are applying for a secondment role please ensure you have agreement from your current line manager prior to attending an interview. Also please ensure you have read the LTHTR Secondment Policy. A copy of this can be found on the intranet or by contacting [email protected]

Please note a young person must be in part-time education or training until they’re 18. therefore if you are under 18 we are unable to employ you on a full time basis, unless it is in an apprenticeship role.

If the role you’ve applied for requires a Disclosure and Barring Services (DBS) check we will administer this on your behalf and the cost will be recovered from your salary, either as a one-off payment, or over 3 months. The level of check required depends on the role that you have been offered. Currently the charges are - Basic DBS check £22, Standard DBS check £22 and Enhanced DBS check £42. You should be aware that if you are successful in obtaining a position that requires a DBS check but later withdraw your application, you may be required to reimburse the cost of the DBS check. DBS checks remain free of charge for volunteer positions. The DBS Code of Practice can be accessed here.

In line with guidance from United Kingdom Health Security Agency, all staff and volunteers are required to comply with Trust Infection Prevention and Control processes in relation to safe working. This includes mask wearing and adherence to social distancing at all Trust sites.

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For more information about the Trust take a look at our Application Guide or visit our website www.lancsteachinghospitals.nhs.uk You can also keep up to date with us on Facebook, Twitter, Linked In and Instagram.

We look forward to hearing from you soon!