Governance Officer (Administration)

at  East Midlands Ambulance Service NHS Trust

A fantastic opportunity has arisen for a proactive and motivated individual to join our friendly team as a Governance Officer. As part of the Governance team, this role provides a high quality administrative and governance support service to the Trust’s Board, committee and other senior level meetings.
We are looking for someone enthusiastic welcoming and helpful, with meticulous attention to detail and excellent communication skills. You will also be able to demonstrate high standards of tact, diplomacy and integrity, and understand how to manage confidential information sensitively and professionally.
To be successful in this role you will be extremely well organised with strong administrative and IT skills and an ability to deal with staff at all levels. You will be able to work methodically and multi-task to meet tight deadlines and be flexible if priorities change.
We are happy to discuss a flexible approach to working arrangements and hours with the successful applicant.
The role is predominantly homeworking with occasional requirement to travel to Trust sites including our Trust HQ (Horizon Place, Nottingham, NG8 6PY).
The role primarily supports the administration of the Trust’s senior level meetings, including agenda production and management, timely collation and circulation of meeting papers, minute taking, follow up of actions as required from the meetings, along with the requirement to maintain highly effective audit trails, version control and tracking processes.
You will support the organisation and scheduling of a range of meetings to support the Governance team, this will include the full facilitation of meetings and quality assurance of papers/reports and prompting and following up work assigned to senior colleagues to ensure meeting deadlines are met.
The post holder will interface with Board members, senior managers, and other colleagues across the Trust on a regular basis.
Whilst it is likely that the successful candidate will have experience in a number of the required areas, your aptitude, motivation and delivery focus are just as important as your current skill set.
EMAS is passionate about training and developing our staff. There is an opportunity in this role to further develop your existing administrative skills through gaining an NVQ in Business Administration and/or supervision, alongside the invaluable experience you will gain working with senior management in the corporate team in this interesting and varied role.
We are East Midlands Ambulance Service (EMAS), an organisation focused on delivering a high standard of Emergency, Urgent and Non-Emergency pre-hospital care and transport to our patients across the region.
Working for us not only provides job satisfaction of knowing that what you do makes a real difference to our patients, but we offer a range of other great benefits too. We offer:
Flexible approach to working patterns, we understand the importance of a work life balance.
Holiday entitlement of 27 days rising to 29 days after 5 years and 33 days after 10 years, plus public bank holiday entitlement (pro rata for part time).
Expert training and support from our dedicated in-house education team.
Membership of the NHS Pension Scheme.
Occupational Health support along with an Employee Assistance Programme
Supportive wellbeing networks
NHS Discounts
Cycle to work
We are a first-class employer, promoting equality, diversity and inclusion of our employees. We are a Rainbow Accredited organisation, a Veteran Aware and Disability Confident employer.
Provide an efficient and effective administrative support service to the Governance team and senior level meetings, paying attention to the requirement for confidentiality and discretion.
Organise meetings including Board, committee and sub-group meetings, and provide administrative support including liaison with attendees, issuing invitations and booking of venues.
Maintain a bring forward system for future agenda items for committee meetings and sub-groups, ensuring items are scheduled in a timely manner and that committee work programmes ensure committees are meeting the requirements of their terms of reference.
Liaise with Board members, managers and external representatives in relation to attendance at and provision and circulation of papers for Board, committee and sub-group meetings including ensuring that managers are aware of deadlines for submission of papers and ensuring papers are received on time.
Undertake the initial quality assurance of Board and committee papers including formatting, identifying typographical errors and missing information.
Upload Board papers to the Trust’s website and other electronic systems used by meeting attendees for viewing papers.
Ensure the timely collation and circulation of meeting papers.
Monitor attendance at Board, committee and sub-group meetings and identify any quoracy issues in advance of meetings.
Record minutes and action notes of meetings to a high standard and accurately record discussions, decisions and actions from these meetings.
Maintain meeting action logs ensuring progress updates are recorded prior to the next meeting.
To deal with queries from a wide range of organisations and individuals in a professional and sensitive manner, ensuring confidentiality at all times.
Ensure all communication into the Governance inbox is dealt with in a timely, efficient manner and deadlines are met, using own judgement to refer or take action where appropriate.
Provide occasional cover on the Headquarters reception/switchboard when required during absence of the Receptionist.
Provide ad hoc administrative support to the Associate Director of Corporate Services, Head of Governance and Head of Executive Services as required.
Further information about this role can be found on the Job Description and Person Specification document attached

Please refer the Job description for details