Assistant Company Secretary

Job overview

The Assistant Company Secretary supports the Company Secretary in all aspects of corporate governance, deputising at times and managing specific areas of Trust governance.

It’s a varied role with lots of scope to get involved in corporate governance in the widest sense. If you enjoy working to improve governance and facilitate effective decision-making this might be the role for you.

You will be a highly organised person, able to manage your own time and workload, and be confident working with very senior managers.

Please be advised that this vacancy is currently going through Job Evaluation so the banding is still indicative at Band 8a. 

If you are a current SECAmb employee, by applying for this position, if successful you will move to the terms and conditions associated with the post. Any unsocial hours payments will be paid under the Section 2 agreement of agenda for change. Section 2 unsocial hours will need to be claimed via your monthly timesheet. More information regarding section 2 can be found in the Agenda for Change handbook and on the our dedicated Section 2 page on The Zone.

Main duties of the job

The role includes a specific responsibility for the management of the Council of Governors and its associated governance – as a group of volunteers with a passion for the NHS, you will be able to motivate the Council and ensure Governors feel valued, as well as ensure their agendas and Committees are well-structured and developed.

The post-holder is a member of, and provides the secretariat function to, the Trust’s Senior Management Group. You will require the ability to work collaboratively and coordinate colleagues as well as accurately document decisions and maintain and improve governance processes.

The Assistant Company Secretary is responsible for coordinating the drafting of Trust’s Annual Report and the Board’s Integrated Performance Report and writing formal papers for Council, Committees and other forums will be a key part of the role.

The post-holder line manages a small, busy team of three who provide corporate governance support to the organisation and manage the membership office, supporting member and Governor communications and engagement.

Working for our organisation

• Annual progression within pay band
• NHS employees will be eligible to join the NHS Pension Scheme
• A minimum 27 days' holiday each year, increasing with service.
• Personal and professional development and training opportunities.
• Salary Sacrifice schemes for cars or push bikes.
• Access to occupational health and counselling services.
• Access to NHS discounts, offering NHS employees a range of money-saving deals.

Detailed job description and main responsibilities

Council of Governors

• Advise the Chair to ensure the effective functioning and development of the Trust’s Council of Governors, by providing expert advice, planning and implementation of robust structures and processes, and managing issues raised by Governors, escalating to the Chair when appropriate.

• Develop, implement, and oversee sound and effective election processes for Governors, that are in accordance with relevant regulations and ensure the Council is compliant in its constitution

• Devise, manage and oversee the process for addressing concerns about Governors’ conduct, failure to attend meetings as required, and any conflicts of interest.

• Develop and oversee implementation of the Trust’s membership strategy ensuring members are well engaged.

• Be responsible for effective day-to-day relationships between the Trust, its Governors and its membership base, including devising regular communications and designing and managing meaningful engagement between Non-Executive Directors and Governors.

Governance of Policy and Procedure

• Develop and maintain robust and effective processes for the development, review and publication of all Trust policies and procedures. Ensure these processes are agreed with Trades Unions, Executive Management Board and Senior Management Group and adhered to by those producing policies and procedures.

• Maintain oversight of the quality of Trust policies and procedures, developing systems and processes to evaluate their effectiveness, monitor compliance with review timescales, and liaise with authors across the Trust to provide expert advice in the production and dissemination of these documents.

Support to the Chair and Non-Executive Directors

• Provide expert advice and act as a sounding board to the Chair and Senior Independent Director regarding interaction and relationships with the Council of Governors and individual Governors.

• Manage the recruitment, selection, appointment, and on-boarding of Non-Executive Directors, supporting the Chair in succession planning, devising the process for and undertaking NED appraisals and ensuring effective and timely recruitment and selection procedures are in place.

• Provide expert advice to the Chair in managing the interface between the Council of Governors and the Board and particularly the Non-Executive Directors, including devising and delivering joint Board and Council meetings, and workshops between NEDs and Governors.

Please refer to the attached Job Description for a full list of duties and responsibilities.

Person specification Qualifications Essential criteria

• Masters level Post-graduate qualification or equivalent level of experience
• Educated to Degree level

Experience Essential criteria

• Minimum of 5 years management experience at a senior level
• Experience of working in a highly political environment, in which national and local imperatives are potentially in conflict and addressing different stakeholders appropriately
• Experience of servicing Boards and Committees.
• Significant experience of corporate governance systems and processes.