Band 4 Governance Support Assistant

Birmingham Community Healthcare NHS FT; Birmingham; On-site; GBP 20,000 - 25,000; Full time

Job summary

A healthcare provider in Birmingham is seeking a Governance Support Assistant to deliver high-quality administrative support for the Dental Division Governance Team. Responsibilities include managing communications, coordinating mandatory training, and supporting governance tasks. The ideal candidate should possess NVQ3 in Business Administration, strong communication skills, and relevant administrative experience. Competitive salary and excellent working conditions are offered.

Qualifications

• Experience in administrative duties such as minute taking.
• Previous experience working within a clinical environment.

Responsibilities

• Be the first point of contact for communication in the department.
• Manage email accounts for the Dental Governance Team.
• Support mandatory training compliance for the Division.
• Co-ordinate meetings and prepare agendas and minutes.
• Produce high-quality correspondence and reports.

Skills

Communication skills

Organizational skills

Administrative support

Computer proficiency

Confidentiality understanding

Education

NVQ3 Business Administration or equivalent

Tools

Microsoft Word

Excel

Oracle

Job description

Job summary

***This job advert will close as soon as sufficient applications have been received. Please apply for this job as soon as you can, if interested***

- Shortlisted candidates will be offered a face-to-face skills test on Monday 1st December 2025 and, based on the outcome of this test, will be put forward for an interview on 10th December 2025.

An exciting opportunity has arisen for a Governance Support Assistant.

This multi‑stranded role will provide a high‑quality administrative service to support the Dental Division Governance Team and Senior Management team, with a specific focus on coordinating, planning and facilitating the operational delivery of mandatory training across the Division.

The post holder will be the first point of contact for the Division in coordinating mandatory training and supporting an extensive clinical governance programme across Dental Services, including projects related to risk management, Health & Safety, and meeting the regulatory requirements of external standards and inspections by the Care Quality Commission.

The post is based at the Birmingham Dental Hospital & School of Dentistry at Pebble Mill.

The post holder is a member of the Divisional Governance Team and will be expected to work flexibly, independently and contribute to the overall function of the Governance Team.

If you would like to know more about the role please contact Cheryl Hinde, Governance Manager.

About us

Be Part of Our Team…

Birmingham Community Healthcare NHS Foundation Trust (BCHC) has more than 5,000 staff working across Birmingham and the West Midlands in a wide range of community nursing and specialist healthcare roles. BCHC delivers over 100 clinical services in people’s homes, health centres, clinics and inpatient facilities. We deliver a wide range of services for children, young people, parents and families as well as adults and community services, two community hospitals, services for people with learning disabilities, the internationally recognised West Midlands Rehabilitation Centre and one of Europe's leading Dental Hospitals and School of Dentistry. We deliver all of this with a commitment to integrated, personalised care that is rooted in our local communities. We have an ambition to deliver outstanding, integrated care as one of the key NHS providers in the West Midlands.

If you want to ‘Be Part of Our Team’ and work with a Foundation Trust which is continuously striving for better care and healthier communities, we want to hear from you.

Job responsibilities

• Be the first point of contact for all communication into the Department, via telephone and/or email, including Datix and complaints from members of the public. This may involve sensitive and emotional discussions where empathy and negotiating skills are required.
• Manage email accounts for the Dental Governance Team, triaging all enquiries, resolving and redirecting as appropriate, and escalating when necessary.
• Coordinate all Datix activities related to Dental Services Division and ensure deadlines are met, managing conflicting priorities.
• Communicate information with tact or persuasive skills to patients, colleagues, managers and members of the public, ensuring a professional approach.
• Manage own workload, planning and prioritising complex activities, adjusting plans with the most appropriate system and seeking colleague support when required.
• Maintain established office systems, procedures and standards within the Governance Team, ensuring they comply with Dental Division, Trust and legislative standards, and suggest improvements to own working practices.
• Provide support to staff in relation to mandatory training by:
  • Organising block training sessions with relevant trainers and the Learning and Development Team
  • Arranging classroom training (liaising with the Learning and Development Team)
  • Helping staff access online training courses
  • Sending reminders to Line Managers and staff
• Oversee the Division’s annual training programmes, including:
  • Organising classroom and e‑learning training
  • Arranging rooms and equipment
  • Recording and sharing training dates across the Division
  • Producing training planners for each year
• Support the Governance and Senior Management teams on mandatory training compliance by:
  • Providing monthly reports for the Governance Manager for division meetings
  • Maintaining and updating the internal mandatory training database
  • Liaising with managers to keep training records accurate
  • Monitoring and reporting compliance for key performance indicators (KPIs)
• Arrange external courses, conferences, events and local Division induction as directed by the Governance Team, including processing study leave applications, arranging refreshments and room layout, and preparing course paperwork.
• Prioritise and triage all correspondence, escalating relevant matters to the Division Senior Management team and exercising high‑level judgement.
• Resolve or redirect all enquiries, escalating appropriately to members of the Governance Team.
• Produce high‑quality correspondence, letters, reports, presentations or spreadsheets, ensuring accuracy and high standard.
• Manage daily diary, meeting cancellations and rearrangements, ensuring commitments are recorded accurately and timely (calendars may be shared or individual).
• Plan, coordinate and organise meetings, including external stakeholders, ensuring all relevant people are involved and resources allocated.
• Produce agendas, take formal minutes or action notes, liaise with meeting chairs, and circulate agendas and minutes within agreed timescales.
• Attend and actively participate in team meetings, providing constructive suggestions to improve services and implementing changes with line manager guidance.
• Support the service during periods of short staffing by identifying and completing priority tasks.
• Initiate and lead agreed service areas for the Governance Team in consultation with the Governance Manager, including ad‑hoc projects such as annual flu campaigns and smart surveys.
• Maintain spreadsheets and databases, producing regular reports and document preparation for Care Quality Commission inspections.
• Contribute to the development of the role by identifying and leading on areas of improvement within the Governance Team.
• Ensure appropriate hospitality for visitors, organising meeting accommodation and car parking.
• Support governance administrative systems, including incident reporting, safety alerts, in‑house training, generic governance and mandatory training email accounts, communication and notice boards.
• Maintain secretarial equipment and systems, ensuring maintenance contracts and new equipment are ordered as needed.

Staff Recruitment and Human Resource Management

• Involved in producing job descriptions, arranging advertisements, short‑listing, references, interviews and interview process involvement.
• Support the Governance Team and senior management in advice and support related to governance and mandatory training issues across Dental Services.
• Set up mandatory training sessions and local induction for all new staff, including supporting documentation.
• Confirm training compliance of all clinical staff across Dental Services and update the Electronic Staff Record (ESR) accordingly.
• Record annual leave, study leave applications and sickness absence, handle expense claims, and produce monitoring reports, ensuring accurate recording via ESR Manager Self‑Service.
• Support senior management in resolving urgent governance‑related issues for staff with tact and diplomacy.
• Maintain and update personnel files for staff reporting directly to the Governance Manager, preserving confidentiality.
• Participate in the recruitment process for all clinical staff across Dental Services, including supporting the local induction programme.
• File personal and confidential documentation into staff files, ensuring archiving in line with Information Governance legislation and best practice.
• Report staff sickness, absence and annual leave data in accordance with Trust and Service policy and guidelines.
• Organise and initiate teleconferences as required.

Person Specification

Qualifications / training

• NVQ3 Business Administration or equivalent experience.
• Evidence of continual development in the fields of secretarial/administrative support.

Experience

• Relevant experience of undertaking administrative duties such as minute taking.
• Previous experience working within a clinical environment.

Skills / knowledge

• Competent in Windows‑based packages: Word, Excel and Oracle.
• Ability to self‑generate written correspondence that is concise, legible, accurate and relevant.
• Able to deal with members of the public and healthcare professionals efficiently.
• Understand principles of confidentiality.
• Prioritise own workload.
• Work on own initiative.
• Develop and maintain effective office systems.
• Demonstrate a high level of accuracy.
• Excellent written and oral communication skills.

Personal qualities

• Work as a member of a team.
• Use own initiative and prioritise workload methodically.
• Outstanding customer service skills.
• Suggest and implement new procedures.
• Follow tasks through to completion.
• Work under pressure.
• Approachable.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and a submission for Disclosure to the Disclosure and Barring Service is required to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled Worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the relevant website.

Employer details

Employer name: Birmingham Community Healthcare NHS FT

Address: Birmingham Dental Hospital, 5 Mill Pool Way, B5 7EG, Birmingham, Edgbaston

Employer's website