Governance Administrator and Office Manager

NHS; Coventry; On-site; GBP 25,000 - 35,000; Full time

Job description

Governance Administrator and Office Manager

Are you looking to contribute your skills in a dynamic and supportive environment? A fantastic opportunity to join our Corporate Governance team and be a part of the overall vision of Coventry & Rugby GP Alliance has become available, and we are currently seeking a driven and dedicated individual to fill the role of Governance Administrator and Office Manager.

Our Governance Administrator plays a vital role as part of a busy team. In this position, you will support us with achieving our goals, while also contributing to the overall success of our organisation. In this role, you will be expected to have a good understanding of governance and will have a focus on providing support to the Board and Committees ensuring they run effectively including arranging meetings, setting agendas, collating and distributing papers, maintaining schedules of business, minute taking and tracking and following up on actions.

If you're excited by the prospect of tackling new challenges, collaborating with a dynamic team, and helping shape the future of our organisation, we would love to hear from you! Apply today and take the first step toward an exciting new chapter in your career.

Main duties of the job

Main Duties and Responsibilities:

• Coordinate logistics for meetings, including scheduling, booking venues and arranging virtual meeting invitations where required.
• Maintain schedules of business, support meeting chairs to prepare agendas, collate and distribute meeting papers in a timely manner.
• Attend meetings to record accurate minutes, track action items, maintain a record of attendance and provide administrative support as needed.
• Maintain the organisation's suite of policies, support and coordinate the review of policies and procedures, proposing changes where required.
• Work with and support administering systems such as PolicyStat, Datix and Bluestream.
• Monitor compliance with regulatory requirements, accreditation standards, and organisational policies related to clinical governance.
• Assist in maintaining compliance calendars, tracking deadlines, and coordinating compliance activities.
• Support the preparation of audit materials and documentation for regulatory inspections, including liaising with individuals to ensure adherence to the audit schedule.
• Help coordinate quality improvement activities, including patient engagement and feedback, and CQC preparations and outcomes.
• Support the dissemination of best practice and educational resources to clinical staff.
• Monitor multiple inboxes and respond to inquiries and requests for information in a timely and professional manner.
• Support with general administration and other ad hoc duties as required.

About us

Coventry & Rugby GP Alliance is a private company limited by shares, wholly owned by local Coventry and Rugby GP practices. As a GP led organisation, we represent 54 GP practice shareholders and deliver services across all of Coventry and Warwickshire.

We pride ourselves on fostering a culture of innovation, growth, and continuous learning.

We take pride in offering a robust range of benefits to support our employees, including:

-Annual Leave: Enjoy 27 days of annual leave for full-time employees, in addition to bank holidays.

-Sick Pay: Our enhanced sick pay policy ensures you are supported during times of illness.

-Pension Scheme: Access to the NHS pension scheme to secure your financial future.

-Enhanced Maternity Leave: We provide generous maternity leave to support new parents.

-Paternity Leave: We also offer paternity leave to allow new fathers to bond with their newborn.

-Blue Light Discounts: Take advantage of exclusive discounts available for our staff. After probation you can make an expense claim for the price of your blue light discount card and receive full reimbursement!

-Employee Assistance Network: Access support through our employee advice network for personal and professional challenges 365 days a year 24/7.

-Exclusive Discounts: Benefit from a variety of discounts that enhance your overall employee experience.

We are committed to creating a supportive and rewarding work environment for all our employees.

Job responsibilities

JOB PURPOSE

We are currently seeking a detail-oriented and organized individual to join our team as a Governance Administrator and Office Manager with a focus on supporting clinical and corporate governance functions. This role will primarily involve providing administrative support to the Governance Management team ensuring the efficient operation of Board and Committee meetings, quality improvement initiatives, and compliance activities. This position offers an excellent opportunity for someone with strong administrative skills and an interest in developing a career in healthcare quality and compliance.

KEY RESPONSIBILITIES

GOVERNANCE RESPONSIBILITIES:

• Coordinate logistics for meetings, including scheduling, booking venues and arranging virtual meeting invitations where required.
• Maintain schedules of business, support meeting chairs to prepare agendas, collate and distribute meeting papers in a timely manner.
• Attend meetings to record accurate minutes, track action items, maintain a record of attendance and provide administrative support as needed.
• Assist in following up on action items and ensuring timely completion of tasks with all involved.
• Develop professional working relationships with a range of internal stakeholders, including senior managers, department heads and chief officers to support effective governance and risk management.
• Maintain the organisation's suite of policies, support and coordinate the review of policies and procedures, proposing changes where required.
• Work with and support administering systems such as PolicyStat, Datix and Bluestream.
• Monitor compliance with regulatory requirements, accreditation standards, and organisational policies related to clinical governance.
• Assist in maintaining compliance calendars, tracking deadlines, and coordinating compliance activities.
• Support the preparation of audit materials and documentation for regulatory inspections, including liaising with individuals to ensure adherence to the audit schedule.
• Help coordinate quality improvement activities, including patient engagement and feedback, and CQC preparations and outcomes.
• Support the dissemination of best practice and educational resources to clinical staff.
• Monitor multiple inboxes and respond to inquiries and requests for information in a timely and professional manner.
• Undertake specific project work when required.
• Support with general administration and other ad hoc duties as required.

OFFICE MANAGER RESPONSIBILITIES

• Maintain office efficiency by maintaining the appearance of common areas, ensuring the office is compliant with health and safety standards, handling correspondence including telephone calls, managing filing systems, and overseeing supplies and equipment.
• Oversee the day-to-day activities of the office as the main point of contact.
• Provide direct administrative support as needed, including scheduling appointments, meetings, and events, maintaining filing system, mailing and shipping packages, and updating contact database.
• Oversee and maintain an asset log of office equipment for uninterrupted function, identify and fulfill office supply needs, maintain, and manage suppliers/contractors.
• Manage all aspects of the office's space/infrastructure planning (moves, adds, and changes to workstations) and provide answers, resources, and solutions as requested.
• Oversee the guest experience and ensure a personal, friendly experience for anyone coming into the office, and maintain complete accessibility in both availability and warmth of character.
• Establish effective relationships and communication with external contractors, arranging and organising required maintenance service inspections.

This is not an exhaustive list and other duties may be required.

Person Specification

Experience

• PC literate with competency in Microsoft Office applications
• Previous administration experience
• Experience of Diary Management
• Purchasing and ordering experience
• Previous experience of governance roles

Qualifications

• Good standard of English, at least GCSE at a higher grade or equivalent.
• Numerate and able to work with data at least GCSE maths at a higher grade or equivalent.
• NVQ or equivalent in Administration

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.