Administrative Support Officer - Governors

If you are somebody with drive and determination, an effective communicator and would like to join the Corporate Affairs team, this could be the role for you. As a Foundation Trust, Lancashire Teaching Hospitals are legally required to operate a Council of Governors, therefore we are seeking a dedicated individual to take on this important role to support Trust Governors. Some administrative support will also be provided to the Director of Corporate Affairs although this will not form the main requirements of the role.
As well as providing a comprehensive secretarial and administrative service to Governors, you will be expected to co-ordinate attendance at events held by both the Trust and partner organisations. You will need to facilitate, support and co-ordinate the infrastructure required for the effective organisation of full meeting and events schedules required in support of the operational management function of the Trust Council of Governors.
Some of the key attributes for the role are excellent communication and inter-personal skills, a strong drive to develop harmonious relationships, and a consistently high professional approach. You will need to be flexible, have excellent organisational abilities and exhibit initiative in resolving problems when they arise., You will be working within a small supportive team of three Corporate Affairs Officers and the Associate Company Secretary who provide the highest standards of corporate governance, advice and support to the Chair, Board of Directors and Governors on all aspects of statutory, regulation, corporate governance and effective business conduct for the Trust. The function sits under the portfolio of the Director of Corporate Affairs who reports directly to the Chair and Chief Executive., We have 10,000 fantastic people working hard to deliver quality services to our patients. Whatever your role, you help look after 370,000 people in our local area & give specialist care to 1.5 million people across Lancashire & Cumbria.
Working with us gives you the knowledge and sense of pride that every activity you do genuinely does make a difference to support our patients & staff, ensuring we keep thriving & delivering outstanding healthcare right across our local towns.
You'll have access to varied development opportunities, learn new skills, meet fab people & do things you'd never have done. You'll learn about working in a hospital, interacting with people from all different roles to build skills & enhance your career path.
You'll make an impact, be challenged to think differently, be bold & help innovate to keep improving things. Everything we do centres around patient care and enhancing their experience which means your role is pivotal and something really to be proud of., + Responding to external and internal telephone queries relating to Council and others and referring to appropriate person.
+ Handle governor issues either by telephone or in person in a timely manner and in accordance with Trust and local procedures.
+ Communicates with a range of staff, users and visitors to the Trust / Department utilizing a variety of communication methods including verbal, electronic, and passing information in a format that is appropriate to the individual request.
+ Manage the electronic calendar for Council, organising meetings as required and accurate maintenance of electronic diaries with effective communication of diary commitments.
+ Coordinate attendance by governors at external events. Liaising with the Communications Team with regard to the presence of governors at events held both by the Trust and partner organisations.
+ Support governors at external events as and when required (this might include the transportation of materials to and from the venue).
+ Chase progress on issues as directed by line manager with appropriate managers on behalf of Trust Council as and when necessary to ensure that deadlines are met.
+ Maintain efficient and effective administrative systems, including governor details, length of service, etc and ensuring that details of governors on Trust documentation (including the Trust website) is accurate and up to date.
+ Support Council workshops, including arranging the venue, ordering refreshments, and taking notes.
+ Provide secretarial and administrative support to the Company Secretary.
+ Liaise with Communications Team on the production of Trust Matters and other communications specific to governors.
+ Maintenance of a variety of electronic databases as required and as directed.
+ Support, as directed, with the annual Governor Elections process.
+ Support the organisation and facilitation of the Annual Members' Meeting.
+ Support governor training. Including maintaining the register of mandatory training dates and ensure training dates are flagged to all relevant governors and an attendance report submitted through to the Company Secretary.
+ Promote and support administration functions within the department and to ensure effective working practices are in place.
Thanks for taking the time to view this advert; we're looking forward to receiving your application. You should be aware that the vacancy may close earlier than the published date if sufficient applications are received so it would be best to apply as soon as you can. We'll contact you by e-mail to update you on the progress of your application so please check the e-mail account that you applied from (including spam/junk) regularly.
We are committed to promoting equality of opportunity, celebrating and valuing diversity and eliminating any form of unlawful discrimination across our workforce, ensuring our people are truly representative of the communities we serve. All individuals regardless of race, age, disability, ethnicity, nationality, gender, gender reassignment, sexual orientation, religion or belief, marriage and civil partnership, neurodiversity or veteran status are encouraged to apply for this post. Our Statement on the Recruitment of Ex-Offenders is available Here
To support you in your application process we've created a What we can offer you guide that shows what you can expect when you join our hospitals. The guide includes links to our strategic aims and objectives as well as our values, development support and rewards and benefits. To help you get the best from your application we've also put together two guides to help you make your application the best it can be. Just click here and here to go through them, or have them open as you complete your application.
We recognise that the recruitment process may present barriers for some and you may need personal adjustments to enable you to participate in our recruitment process. Please make contact with the recruitment team at the earliest opportunity to ensure that measures can be put in place to enable your application for this post.
Use of Artificial Intelligence (AI) when writing job applications
If you choose to use AI or other tools to assist in writing your application, it's essential to personalise this information, particularly your supporting information section. While AI can help streamline the writing process, these tools cannot fully grasp the context or requirements of the job you're applying for. There is also a risk that it can generate false or misleading information.
AI-generated job applications can often be generic, impersonal and may not accurately reflect your qualifications, knowledge, skills, and experiences. It is crucial that you personalise your supporting statement by articulating these in your unique voice. Relying solely on AI to write your application or supporting information section is not advocated by Lancashire Teaching Hospitals and could negatively impact your chances of success in the application process.
We have added a disclaimer to our application process advising that the use of AI is monitored and if applicants have used it then they are required to declare this.
Supporting Information
The supporting information section is an opportunity for you to showcase how your qualifications, knowledge, skill and experiences align with the requirements and criteria outlined in the job description and person.
Our recruiting managers score applications based on the criteria listed in the person specification. They will be looking for evidence of how you meet these criteria. To increase your chances of securing an interview, provide examples of how you have applied your skills and knowledge in real-life situations. Share work-related successes and challenges you've navigated that align with the criteria. These could be from various aspects of your life, including work, education, and personal experiences.
Consider structuring your supporting information section with clear headings or bullet points. This approach will help both you and the recruiting manager navigate through your application more effectively.
Working Smarter pledge
We are reminded everyday of how important life is, so as part of our Working Smarter pledge we offer a variety of flexible working options and wellbeing support to enable our people to find and maintain the right work-life balance.
Secondments
If you are applying for a secondment role please ensure you have agreement from your current line manager prior to attending an interview. Also please ensure you have read the LTHTR Secondment Policy. A copy of this can be found on the intranet or by contacting [email protected]
Young People
Please note a young person must be in part-time education or training until they're 18. therefore if you are under 18 we are unable to employ you on a full time basis, unless it is in an apprenticeship role.
Disclosure and Barring Service checks
If the role you've applied for requires a Disclosure and Barring Services (DBS) check we will administer this on your behalf and the cost will be recovered from your salary, either as a one-off payment, or over 3 months. The level of check required depends on the role that you have been offered. Currently the charges are - Basic DBS check £22, Standard DBS check £22 and Enhanced DBS check £42. You should be aware that if you are successful in obtaining a position that requires a DBS check but later withdraw your application, you may be required to reimburse the cost of the DBS check. DBS checks remain free of charge for volunteer positions. The DBS Code of Practice can be accessed here.
In line with guidance from United Kingdom Health Security Agency, all staff and volunteers are required to comply with Trust Infection Prevention and Control processes in relation to safe working. This includes mask wearing and adherence to social distancing at all Trust sites.

You will have a pro-active approach to your work, be able to demonstrate excellent communication skills, along with being able to multi-task and manage your workload effectively.
Whilst upholding the highest standards of professionalism and confidentiality, you will facilitate, support, and coordinate the infrastructure required for the effective organisation of full meeting and event schedules.
You will exhibit Microsoft Office competencies and possess strong organisational skills, to ensure effective working practices are in place. Some duties will be problem solving and you will need a flexible approach, with a willingness to learn.
During the week and on occasions at weekends you will be required to attend and support Governors at internal and external events, therefore, the ability to co-ordinate, travel, and transport light promotional materials to and from the venues and across the Trust's hospital sites is essential.