Bank Executive Office Support Officer (Admin & Clerical Band 6 )

Job overview

The Royal Free London’s executive office is at the heart of our trust, offering a calm and reassuring presence to our staff and visitors.

Managing all areas of our corporate affairs – from supporting executive directors to compiling meeting agendas and minutes – the team operates in a fast-paced, high profile environment, where no day is the same.

We are looking for a highly organised individual who can cover a number of different areas including administrative, secretarial, and meeting support (agenda preparation and minute taking) under this Bank Band 6 role.

This opportunity is likely to suit candidates with previous experience of working in a team which is responsible for running a busy office and supporting its smooth running are encouraged to apply. An understanding of the governance arrangements and processes of NHS trusts would also be a key asset.

**VISA SPONSORSHIP DOES NOT APPLY TO THIS ROLE**

Main duties of the job

1.To support with the overall management of board committees is in accordance with the trust constitution.

2.To provide advice on compliance with the constitution and appropriate regulatory requirements to the chairs and executive leads of each board committee.

3.To accurately and appropriately document the discussions and decisions of specified meetings

4.To ensure that appropriate document management systems are in place for all formal documents and papers.

5.To support the operations of the trust executive office, attending and minuting meetings as needed and working with the executive directors to set and sign off agendas.

For further information please refer to the attached JD and PS.

Detailed job description and main responsibilities

MAIN DUTIES AND RESPONSIBILITIES

1.To provide appropriate managerial and administrative support to the board committees.

2.Establish, and implement, effective systems for developing and managing the forward planner and agenda for each committee as agreed with each chairman.

3.Co-ordinate the production of papers, ensuring timely distribution of agendas and supporting papers for internal and external stakeholders.

4.To draft monthly committee reports to the board.

5.Attend and minute specified meetings and accurately and appropriately record discussions and decisions taken.

6.Ensure venues, facilities and refreshments are booked for committee meetings.

7.Follow up meetings with action sheets and timely production of minutes for agreement with the relevant chairman.

8.Monitor action against agreed points and ensure these are scheduled for matters arising or the forward planner as appropriate.

9.To work with the board secretary tin continuing to develop board and committee governance arrangements in the light of national good practice guidance.

10.To support with the smooth running of the trust’s executive office, picking up ad hoc projects and tasks as directed by the director of corporate affairs.

• FINANCIAL ACCOUNTABILITY The post holder will be responsible for the authorisation of ordering of stationery and minor business equipment (£40,000). For further information please refer to the attached JD and PS.

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.