Corporate Governance AdministratorNHS

Job summary

Are you an organised and detail-oriented administrator with a passion for corporate affairs?

gtd healthcare is looking for a Corporate Governance Administrator to join our dynamic Corporate Affairs Team, based in Denton, Manchester on a full time basis.

The Corporate Governance Administrator will play a key role in supporting the organisation's corporate governance administration and processes. The role is responsible for the administration of Board and committee meetings, managing the administration of organisational policies, procedures and guidance, and ensuring the accuracy and accessibility of corporate information across a range of platforms.

The postholder will work closely with colleagues throughout the organisation to support compliance with organisational requirements and corporate standards. The successful candidate will thrive on establishing and maintaining robust processes, ensuring information is accurate and have the confidence to work with a broad range of stakeholders, both internally and externally.

gtd healthcare is a values-driven, not-for-profit organisation providing innovative healthcare across North-West England. With a turnover of £49 million, we are one of the largest NHS-commissioned providers of Primary and Urgent Care Services in the region.

The Corporate Governance Administrator position is a full time permanent opportunity, 37.5 hours per week, Monday to Friday, between 08:00 and 18:00, hybrid working model.

Main duties of the job

• Co-ordinating Board, committee and other corporate meetings, including managing meeting schedules, records and follow-up actions, and briefing Chairpersons as required.
• Preparing, distributing and collating meeting documentation, including agendas, papers, consultation documents and draft reports, in accordance with agreed deadlines.
• Assisting with the preparation and distribution of the annual calendar of meetings and making arrangements for meetings to take place, either in person or virtually.
• Supporting the administration of Board recruitment, inductions and governance records, including maintaining relevant information on external databases where required.
• Managing membership information and corporate records, including circulation lists, stakeholder databases, web pages and governance related information.
• Providing administrative support to Executive Directors, including organising meetings, coordinating briefing materials and gathering information in advance of key meetings and events.
• Supporting the Chief Executive and Head of Corporate Affairs with reviewing relevant corporate policies and procedures, including liaison with the organisations legal advisors where required.
• Managing the administration of the organisation's Document Portal, ensuring policies, procedures and guidance are accurately maintained, monitored, reviewed and made readily available on the extranet.

For further details, please refer to the attached job description.

Job description

Corporate governance and Board administration

• Co-ordinating Board, committee and other corporate meetings, including managing meeting schedules, records and follow-up actions, and briefing Chairpersons as required.
• Preparing, distributing and collating meeting documentation, including agendas, papers, consultation documents and draft reports, in accordance with agreed deadlines.
• Compiling and distributing meeting summaries, action notes and minutes in accordance with agreed deadlines.
• Assisting with the preparation and distribution of the annual calendar of meetings and making arrangements for meetings to take place, either in person or virtually.
• Supporting the administration of Board recruitment, inductions and governance records, including maintaining relevant information on external databases where required.
• Maintaining up-to-date information on the Companies House database in relation to the gtd healthcare corporate structure and directors entries.
• Managing membership information and corporate records, including circulation lists, stakeholder databases, web pages and governance related information.
• Providing administrative support to Executive Directors, including organising meetings, coordinating briefing materials and gathering information in advance of key meetings and events.
• Supporting the Chief Executive and Head of Corporate Affairs with reviewing relevant corporate policies and procedures, including liaison with the organisations legal advisors where required.
• A willingness to develop an understanding of gtd healthcares corporate governance framework including its Memorandum and Articles of Association, Constitution, and Trust Deed.

Policy, procedure and document management

• Managing the administration of the organisation's Document Portal, ensuring policies, procedures and guidance are accurately maintained, monitored, reviewed and made readily available on the extranet.
• Maintaining accurate records of policies, procedures and guidance documents on tracking spreadsheets, databases and the staff extranet.
• Liaising closely with document owners to ensure policies, procedures and guidance are reviewed, updated and approved in a timely manner.
• Ensuring a structured process is followed and the database and online system are continuously monitored and maintained for accuracy.
• Ensuring policies, procedures and guidance documents comply with gtd healthcare's branding, formatting and document control standards.
• Coordinating the corporate governance process for policies and procedures, ensuring documents are reviewed through the appropriate approval routes, including consideration by the Executive Management Team where required.
• Ensuring mandatory policies are clearly identified and communicated appropriately to support organisational compliance and staff awareness.

Corporate information

• Monitoring, reviewing and updating corporate information across multiple platforms, including the website and staff extranet, to ensure accuracy, consistency, accessibility and compliance with corporate brand standards.
• Managing the shared Corporate Affairs email inbox, responding to enquiries in a timely and professional manner and directing queries as appropriate.
• Ensuring all documentation, communications and information produced on behalf of the Corporate Affairs team meets organisational quality and corporate brand standards.
• Maintaining and updating accurate internal and external corporate information such as structure charts, staff and stakeholder distribution lists and Board member information, which are communicated via e.g. gtd healthcares website, extranet, corporate monthly updates and tender documents.
• Actively contribute to improving the effective delivery of gtd healthcares corporate functions such as sourcing innovative administration systems and software, reviewing and making improvements to internal procedures and recommending smarter ways of working.
• Developing a good working relationship with external graphic designers to support with maintaining the accuracy of corporate information.
• Supporting the Head of Corporate Affairs with monitoring, reviewing and administering relevant local and national award schemes, which would enhance gtd healthcares reputation and have a positive impact on our people.

Stakeholder administrative support

• Establishing, maintaining and updating corporate databases, stakeholder records, distribution lists and governance records.
• Support the corporate affairs team with the planning and administration of staff and stakeholder engagement events and activities, both face-to-face and virtual, including workshops, working groups, stakeholder meetings and surveys.
• Developing and maintaining positive working relationships with colleagues, Board members, external stakeholders and suppliers.

Other duties

• Any other duties, as agreed with the line manager to meet the needs of the organisation. This may include travel to other sites within the organisation.

About us

At gtd healthcare, we do things differently. Our not-for-profit ethos and commitment to innovation offers patients the best experience possible and a unique opportunity to transform services.

We are committed to developing and supporting our people to achieve their career aspirations while making a positive impact on patients and the wider community. Our values drive everything we do, with our people at the heart of delivering the best possible healthcare.

Benefits package

As an employee of gtd healthcare, you will be able to take advantage of our benefits package, including:

• working for a values-led organisation;
• Real living wage employer;
• supporter of the Greater Manchester Good Employment Charter;
• access to Stream, which provides flexible, on-demand access to stream your pay during the month;
• salary sacrifice car benefit scheme;
• 30 days annual leave, rising to 32 after five years of continuous service;
• flexible pension benefits, including NHS pension scheme;
• flexible working hours and policies;
• family friendly and carer policies;
• opportunities to apply for innovation and quality awards;
• access to gtd healthcare wellbeing initiatives;
• opportunity to become part of an employee owned organisation;
• gtd healthcare social and fun activities;
• cycle to work scheme;
• eyesight vouchers;
• NHS staff discounts, a free Blue Light Card and Health Service Discounts;
• access to an employee assistance programme.