Trust Secretary

Job overview

This is a pivotal leadership role, working closely with the Chair, Chief Executive Officer, Board of Directors and Council of Governors to ensure the Trust continues to meet the highest standards of corporate governance, openness, transparency and regulatory compliance.

We are looking for an experienced and highly credible leader who can influence at the highest level and build strong relationships across a complex stakeholder landscape.

You will have:

• Educated to Master's level or equivalent experience demonstrating highly developed specialist knowledge.
• Significant experience of working in a senior governance leadership role within the NHS or a similarly complex organisation.
• Extensive knowledge of corporate governance, information governance, Freedom to Speak Up arrangements and regulatory compliance.
• Excellent communication, negotiation and influencing skills.
• Strong strategic thinking and organisational abilities.
• The confidence and professionalism to advise Boards and senior leaders on complex governance issues.
• A personal commitment to integrity, openness, transparency and continuous improvement.

If you are an experienced governance professional with the expertise, integrity and leadership skills to support a high-performing Foundation Trust Board, we would love to hear from you.

Main duties of the job

The postholder will ensure that integrated governance procedures are established for the governance of the Trust and advise the Trust Board and Council of Governors on key governance issues/developments. The postholder will also ensure that meetings of the Trust Board and committees run efficiently and effectively, they are appropriately recorded and that Directors and Governors receive appropriate support.

The Trust Secretary will manage the Executive Assistant team ensuring appropriate and effective arrangements are in place to provide administrative/secretarial support. The postholder will also provide support to the Chair and Chief Executive in taking forward agreed corporate issues and liaise with the Trust’s communication lead in disseminating key policy guidance throughout the organisation.

The postholder will be responsible for the Trust’s arrangements for complying with Freedom of Information legislation and provide strategic direction, technical advice, and support to the team that manages and operates that function.

The postholder will be responsible for the Trust’s arrangements for delivering an effective Freedom to Speak Up function and provide strategic direction and line management to the Freedom to Speak Up Guardian.

The postholder will interface with the STW ICB through networks will ensure awareness of developing trends and best practice in corporate governance, information governance (FOI / DPO) and the freedom to speak up agenda.

Detailed job description and main responsibilities

As Trust Secretary, you will act as the Trust's principal adviser on corporate governance matters and fulfil the statutory responsibilities associated with a Foundation Trust Secretary role. You will lead the corporate governance agenda across the organisation, ensuring the Board and its committees operate effectively, efficiently and in accordance with regulatory requirements.

Key responsibilities include:

• Role of Company Secretary
• Advice and support to the Chief Executive and Chair;
• Management of Board/subcommittee and senior management team meetings;
• Development of the Board of Directors and Council of Governors;
• Corporate responsibility for the Board Assurance Framework;
• Leadership of the Corporate Governance agenda;
• Management of the Trust Membership and Council of Governors;
• Ensure Trust Board compliance with all relevant legislation and regulations, the Code of Governance and the current terms of the licence issued by the regulator
• Corporate responsibility for ensuring the Trust has effective arrangements for responding to requests for information, delivering compliance with the Freedom of Information Act.
• Undertake the statutory role of Data Protection Officer for the Trust.
• Corporate responsibility for ensuring the Trust has effective Freedom to Speak Up arrangements in place.

Duties and Responsibilities

• Report and ensure the annual accounts and annual governance statements are prepared and distributed.
• Ensure the Board of Directors prepares and the Council of Governors receives and considers, at appropriate times, the annual accounts with any report of the auditor on them; the annual report; and draft strategic, financial and capital plans.
• Responsible for the maintenance of the FT database and ensuring its accuracy.
• Ensure the safe custody and proper use of any Trust Seal.
• Maintain a Register of the use of the Seal and report its use at intervals as laid down in the Trust’s Standing Orders.
• Ensure the safe custody of documents which have been sealed
• Ensure that meetings of the Council of Governors, the Board of Directors and committees thereof, run efficiently and effectively, that they are properly recorded, and that directors and governors receive appropriate support.
• Provide support to the Chairman, the Governors and the Executive and Non-Executive Directors of the Trust. He or she will develop strong working relationships with external partner organisations on their behalf.
• The post holder will ensure that appropriate governance arrangements are in place to facilitate the interface between the Board and the Governors
• Support the Chief Executive and Chairman in the ongoing development of the Board and the organisation incorporating the CQC Well-led framework.
• Liaise with Human Resources to ensure that a thorough induction programme for directors and governors is developed and facilitated
• Support the Chairman and the Chief Executive, to ensure that Board development and whole Board appraisal arrangements are in place
• Ensure that an effective Board Assurance Framework is in place and any risks identified and reported at the appropriate level within the organisation.
• In conjunction with the Chairman and the Chief Executive, plan and arrange the production of agendas for meetings of the Board of Directors, the Council of Governors, and committees thereof.
• Provide advice to the Chairman and the Board of Directors on the conduct of meetings.
• Provide advice on the content and organisation of reports or presentations for the meeting; co-ordinate and distribute relevant papers; ensure that all meetings are correctly minuted and that certified copies of the minutes are maintained.
• Ensure that there are adequate administrative resources to facilitate the effective working of the Board and the Council and their committees.
• Undertake audits and surveys as required to ensure assurance can be provided to the Board and Council of Governors regarding effective governance.
• Design, implement and monitor the effectiveness of policies and procedures which ensure compliance with statutory responsibilities and good practice in matters of corporate governance.
• Ensure there are adequate arrangements in place to identify the significant strategic risks facing the Trust and provide assurance to the Board on the mitigations / plans to address those risks via a Board Assurance Framework.
• Ensure there are adequate arrangements in place to identify the significant operation risks facing the Trust and provide assurance to the Board on the mitigations / plans to address those risks via a Corporate Risk Register.
• Provide a corporate point of contact with internal audit to ensure audit recommendations are followed up and appropriate assurance is provided.
• Provide advice and guidance to colleagues across the Trust on corporate governance issues.
• Maintain an awareness of the latest guidance from the National Guardian’s Office.
• Oversee the creation of the FTSU vision and strategy.
• Ensure that the Trust has appointed an FTSU Guardian, in line with national requirements, and that the FTSU Guardian has sufficient ringfenced time and other resources to effectively deliver the role.
• Ensure that a sample of speaking up cases have been quality assured.
• Conduct an annual review of the strategy, policy and process.
• Ensure allegations of detriment are promptly and fairly investigated and acted on.
• Provide assurance to the board that effectiveness FTSU arrangements are in place and that the Trust appropriately responds to, and learns from, issues raised via its speaking up arrangements.
• Maintain an awareness of the latest guidance from Information Commissioner’s Office.
• Deliver the role of Data Protection Officer for the Trust, including reviewing and approving Data Protection Impact Assessments as required.
• Review and approve the Trust’s responses to requests for information under the Freedom of Information Act (FOIA), considering the application of appropriate exemptions if and when required.
• Provide support and guidance as required to the team responsible for managing the FOI response process.
• Ensure national regulations and policies are implemented, supported by written policies.
• Any other duties consistent with the role that may be required by the Chairman and the Chief Executive. This job description is not intended to be a complete list of duties and responsibilities, but indicates the main ones attached to the post.
• The prevention and control of infection is an integral part of the role of all health care personnel. Staff members, in conjunction with all relevant professionals will contribute to the prevention and control of infection through standard infection control practices and compliance with the Trust's infection control policies in order to ensure the highest quality of care to patients.
• A member of the on-call rota.

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.