Governance Support Officer inNorwich inNorwich PUBLISHED 28 OCT 2024

This is an exciting secondment opportunity to join the Trust's Governance Team for 12 months supporting with all aspects of the Governance workplan but more specifically in the area of Emergency Preparedness, Resilience and Response (EPRR).

This role requires excellent administrative, verbal and written communication skills together with attention to detail and the ability to work both autonomously and as part of a team. The post holder will communicate with a range of stakeholders from across the organisationand externally, about complex Corporate Governance topics to non-experts and therefore need to be able to use a range of communication skills including empathy, persuasion, tact, negotiation and influencing.

The successful candidate for this secondment opportunity will support the Head of Governance in relation to the management of corporate governance activities, including but not limited to supporting with work streams such as Emergency Preparedness, Resilience and Response (EPRR) and policy management compliance. They will also assist with other Governance related tasks and will work to a defined workplan and schedule.

About us

1. To support the function of and undertake tasks which follow standard processes with theoccasional need to deviate for all areas of corporate/Trust governance (e.g. RiskManagement (including Board Assurance Framework (BAF), declarations of interest,gifts & hospitality management, policy governance and compliance, internal and externalaudit facilitation, support the development of annual reports (such as annual report and quality account), support with both planned and unplanned inspections from regulators such as Care Quality Commission (CQC)). 2. Responsible for having oversight of the processes and work demands for all areas of Trust/Corporate Governance to provide assurance to the Head of Governance.3. To liaise with the company solicitors to gain advice and guidance as directed by theHead of Governance amending internal processes where appropriate post receipt ofadvice4. To provide accurate, appropriate and timely information about Trust services and nonclinical advice to patients, relatives and careers and if necessary, refer people on.5. To provide administrative support and cover for the Governance team which will includecommunication with individuals from other organisations, other NHS organisation andNCH&C staff at a high level, provide clear information and guidance, exercising tact andjudgement in dealing with and resolving routine enquiries, taking accurate messages andensuring these are passed to the relevant person in a timely manner.6. To provide detailed guidance and specialist advice on governance related queries fromboth internal staff members as well as members of the public. This will involve theanalysis of facts or situations. Escalating these where necessary whilst supporting theSubject Matter Expert to resolve the issue.7. To be a point of escalation for the Governance team for more complex matters or wheredeviation from standard operating procedures is being requested. Analysis the situationand using own judgements, determine appropriate action or, in exceptional casesescalate to the Head of Governance for decision.8. Day to day management of the Governance administration function, ensuringappropriate prioritisation of work to meet deadlines.9. The post holder will be required to assist the Head of Governance and the Trust Secretary in the annual compliance checks for the Fit and Proper Persons Test (FPPT) for all Trust Board members. Following a documented process to perform detailed and potentially sensitive checks, collecting evidence and documenting the outcome of these checks to the Trust Chair on an annual basis.10. The post holder will undertake tasks required to maintain compliance with theInformation Asset Register whilst supporting the overall governance operation programled by the Head of Governance.11. Responsible for coordinating the trust policy governance and approval processesensuring all policy owners are informed when documents are due for review; that the fulland proper governance approval process has been undertaken and for maintaining alibrary of final, active and previous documents both internally and publicly, whererelevant.12. The post holder will be expected to demonstrate independent working skills withminimum supervision with confidence and expertise to advise on issues that relate todata privacy, information assets information governance assurance, confidentiality, andlegal basis for processing data as well as other Information Governance related topics.13. To develop, create and produce reports regular (monthly) and ad-hoc (as and whenneeded) and to highlight anomalies for the team such as declarations of interest,. Theremay be need on occasion to explain the contents of the reports to groups of staff aslearning and education and this will be supported by Management.14. Act in an advisory role on best practice on governance activities in line with the relevantlegislation as well as specific health and social care standards.15. Undertake work to support the Governance Team with the annual plan associated toGovernance.16. To support the customer focused and service user centred service model and culture17.Undertake audits to review/test the effectiveness of procedures in own work area andhighlight areas where service improvements could be made.18.To implement, review and maintain standard operating procedures.19.To assist in the development of policies and documents in line with legislation, ensuringthe Trust remains compliant and up-to-date at all times.20. Post holder will be required to demonstrate tasks to new members of the Governanceteam.21. To be responsible for maintaining stationery and stock in the department and placingorders via PowerGate.22. To provide admin support in typing up confidential reports and paperwork relating toinvestigations and disciplinary cases.23. Arranging travel and accommodation for the Directorate and other department memberswhen necessary.24.To provide general administration support to the Governance team for example, orderingoffice equipment, regular minute/action log taking, diary management, maintainingstationery stock levels and assisting with the collection of data for performance reports.25.To organise and administer several monthly and quarterly meeting on behalf of theGovernance team which may require travel to and from other venues. This will includeformulation of agendas, distributing papers, taking minutes and actions logs for theChairs approval.26.Running of scheduled reports as per established processes.27. To support the function of and undertake tasks which follow standard processes with theoccasional need to deviate for all areas of Access to Records (e.g. InformationGovernance (IG) queries including Subject Access Requests (SARs), cost recovery andFreedom of Information (FOI) requests, as well as Records Management requestsand/or queries relating to both health and corporate records)28. To support the function of and undertake tasks which follow standard processes with theoccasional need to deviate for all areas of Information Governance (e.g. InformationGovernance (IG) queries including Data Protection Impact Assessments (DPIA),individual privacy investigations, physical and digital records management and retentionfor both clinical and corporate records, audits linked to the Data Security and ProtectionToolkit (DSPT) and guidance on effective record keeping (inline with trust policies andprocedures))29. The post holder will be required to assist the Governance team by processing Data in allareas of the workplan, using this data to create reports and documents for people at alllevels of the organisation to understand and utilise.30. The post holder will be required to attend meetings on behalf of the Governance Teamand contribute in all areas linked to governance31. The post holder will be required to deliver training on behalf of the governance team tomembers of internal NCHC staff (based on a training plan) ensuring all Trust staff aretrained to the same standard32. The post holder will be required to attend team meetings to deliver governance advicespecific to that area of operation (e.g. attend a team meeting in finance and informfinance colleagues of all Governance related matters that impact them and how they canmaintain compliance).33. The post holder will undertake tasks required to maintain compliance with theInformation Asset Register whilst supporting the overall governance operation programled by the Head of Governance.