Welcome from our Chief Executive

Our organisation is expanding and we're looking for people with the right values, skills and/or potential to join us. We need people with energy, expertise, enthusiasm to help us provide the very best possible specialist NHS mental health and learning disability care. This involves helping us achieve our strategy to improve the quality of life for the communities we serve through People, Prevention and Partnerships.

So what can we offer you in return?

We're an organisation which puts people first. We'll do everything possible to help you feel respected, valued and included. We'll help you learn, acquire new skills and gain further experience to support your career development. And we'll provide the opportunity for you to bring your fresh ideas to work about how we can do things differently and continue improving.

You will also be joining a health and care system committed to working together to do the best we can for the communities we serve. Above all, at Sussex Partnership you'll have the chance to make a difference to the lives of the patients, carers and families across our communities.

If you like the sound of that, then come and join our team.

Job overview

• To provide a comprehensive, high quality and confidential management service to the Council of Governors and our Trust members

The role of the Council and Engagement Manager is to service the Council of Governors and their associated committees, as required in accordance with the Trusts Constitution, and the management of the Trust's Membership function.

The post holder will be responsible for the provision of an efficient and effective administrative service that enables the Council of Governors to support the Board of Directors to achieve delivery of high-quality patient care, and to lead on the engagement and strategy of the Trusts members.

The post holder will need to acquire and utilise a wide, in-depth knowledge of their directorate priorities and work with senior leaders to achieve the delivery of complex multi-agency priorities.

To protect the health and safety of our staff/workers, patients, and those attending our sites, we encourage our workforce to get fully vaccinated against COVID

Main duties of the job

Council of Governors

• Act as the main channel of communication and information between the Trust and the Council of Governors.

Council Committee & Meetings

• The post holder will be responsible for the administration of the Council of Governors and its associated committee

Foundation Trust Members

• Ensure the Trust complies with the requirement to recruit and communicate with Foundation Trust members, and to build a membership representative of the communities served by the Trust.

Membership Engagement

• To implement the Foundation Trust's Membership Development Strategy drawing on knowledge of members experience and views, the aim of which is to encourage all local people and staff to become members of the trust.

Financial

• To monitor relevant budgets and/or take delegated budgetary responsibility, alerting the Director of Corporate Governance and Deputy Company Secretary to any areas of concern and taking steps to achieve resolutions.

General Duties

• To undertake any other duties at the request of the Deputy Company Secretary which are commensurate with the role.

Working for our organisation

We provide specialist NHS mental health and learning disability services in south east England. People receive care, treatment and support from us in hospital, at home and from a range of community services. Our services are rated 'good' by the Care Quality Commission and 'outstanding' for caring.

Detailed job description and main responsibilities
Council of Governors

• Act as the main channel of communication and information between the Trust and the Council of Governors.
• Routinely deal with highly complex, contentious and sensitive issues which impact on the reputation and governance of the Trust.
• Advise the council of governors on an appropriate approach to reviewing board performance and facilitating an annual board evaluation for non-executive directors and facilitating any ongoing training highlighted
• Establishing arrangements for the review of effectiveness of the council of governors and developing ongoing development programme as appropriate
• Arrange additional training and other support for governors, as required,
• Work closely with Council members, in particular the Lead Governor, to ensure good working relationships are developed and maintained.
• Manage the ongoing support and reasonable adjustment mechanisms in place for service user governors.
• Manage legal and constitutionally compliant arrangements for elections to the Council of Governors and the appointment of stakeholders; managing the process for resignations and replacements between elections.
• Facilitate effective working of the Council of Governors and lead on induction and ongoing development. Regularly research best practice in this area.
• To lead on the planning and facilitation of the Trust's Annual General Meeting
• To lead on the planning and facilitation of the lead governor elections
• To be responsible for the governor elections and all associated tasks, including the tendering of the governor election provider

Council Committee & Meetings

The post holder will be responsible for the administration of the Council of Governors and its associated committees

• Attend meetings of the council, take minutes of proceedings and circulate as appropriate.
• To devise and implement a forward planning function to ensure agenda items of the Council and committees are addressed in an appropriate timely manner which includes production and management of annual work plans for each meeting and committee.
• Arrange and attend agenda setting meetings for the Council of Governors.
• To format, collate and distribute papers in advance of meetings by use of electronic systems
• To draft agendas, and prepare papers and reports for the Director of Corporate Governance and Deputy Company Secretary, often of a very confidential nature, undertaking detailed research as required
• To liaise with the meeting Chair to distribute minutes and ensure that any appropriate actions are followed up and reported to the next meeting.
• To plan, in consultation with the Training and Development Committee, and facilitate the arrangements of a comprehensive annual Governor Development Programme.
• To ensure appropriate meeting rooms, refreshments and equipment are booked in readiness for each meeting.

Foundation Trust Members

• Apply expertise in Foundation Trust Constitutional governance to lead on development and delivery of the membership strategy.
• Ensure that an annual members' meeting is held in accordance with the requirements of the National Health Service Act 2006, Health and Social Care Act 2012 and the foundation trust's constitution.
• Ensure membership adheres to legislation including GDPR.
• Ensure the Trust complies with the requirement to recruit and communicate with Foundation Trust members, and to build a membership representative of the communities served by the Trust.

Membership Engagement

• To implement the Foundation Trust's Membership Development Strategy drawing on knowledge of members experience and views, the aim of which is to encourage all local people and staff to become members of the trust.
• To facilitate members groups and planning/leading on consultation with members
• To implement a communications strategy for communicating with members. This will include the production of a quarterly members newsletter plus other information to members
• To manage and provide an efficient and effective membership services office including maintaining an events diary, undertaking regular members mailings, and all other tasks outlined below
• To act as the first point of contact for members and prospective members, responding to enquiries and requests for information in an appropriate format.
• To manage and maintain an up-to-date and accurate database of members, which enables contacts to be monitored, and to produce regular reports as required
• To work closely with the Council of Governors on developing an active and representative membership.
• To produce reports on membership which will include numbers by constituency and number of members registered each month to monitor progress in building a representative membership
• To devise, research, organise and execute events, conferences, seminars and exhibitions for members and other groups which will promote the trust and which will encourage membership.
• To liaise with voluntary and third sector organisations working in the trust area with a view to maximising membership opportunities.
• To represent the Membership office at internal and external meetings as instructed.
• To take lead responsibility for the management and delivery of specific projects as agreed e.g. Leading in organising public events and developing specific membership projects
• To maintain a strategic overview and annual business cycle for the Membership Committee, ensuring that agendas and papers are produced, approved and distributed in a timely way.

Financial

• To monitor relevant budgets and/or take delegated budgetary responsibility, alerting the Director of Corporate Governance and Deputy Company Secretary to any areas of concern and taking steps to achieve resolutions.
• To act as an authorised signatory for purchases as specified by the Director of Corporate Governance and Deputy Company Secretary authorising petty cash payments, travel arrangements and meeting expenses
• To manage and be responsible for the Membership annual budget.
• To manage the contract and financial budget of a digital document solution to the Board and Council.

General Duties

• Knowing the overall priorities and interpreting these by planning and managing the processes and facilitating delivery
• Assisting the Deputy Company Secretary in developing, implementing and maintaining specific policies, protocols and related systems
• To lead on the production, analysis, presentation and dissemination of information. Working within deadlines to aid decision-making for service improvements and changes
• To develop and maintain all webpages relating to the, Council of Governors and Trust membership ensuring they are updated regularly
• To maintain high standards, efficiency and professionalism at all times, contributing to a healthy and safe working environment of the Corporate Governance Directorate
• To attend and fully participate in regular team meetings, to assist the development of best practice and standardisation of administration processes
• To maintain a professional and highly confidential approach to all work carried out on behalf of the directorate.
• To participate in the Trust's supervision and appraisal system, undertaking personal development as necessary in line with the development of the post and as agreed with the Deputy Company Secretary.

To undertake any other duties at the request of the Deputy Company Secretary which are commensurate with the role.

Person specification

Qualifications
Essential criteria

• Relevant degree or diploma level qualification or equivalent management/senior administration experience
• Evidence of continuous personal and professional development

Desirable criteria

• Qualified Chartered Secretary or professional governance equivalent

Knowledge/Experience
Essential criteria

• Have experience of working within an organisation under political and public scrutiny
• Able to demonstrate knowledge and understanding of corporate governance conduct, principles, legislation and best practice and be able to evidence application of this in a complex organisation.
• Experience of writing committee papers and dealing with highly complex subject matter
• Experience of effective working with internal and external stakeholders, including working across multiple teams and disciplines
• Experience of handling confidential and delicate information with extreme sensitivity
• Knowledge of the roles and relationships between the Council of Governors and our members
• Knowledge of current NHS performance agenda
• Experience of working in a corporate governance role in a health or social care environment
• Experience and evidence of analysing, interpreting and presenting information
• Experience of managing or maintaining data management systems
• Experience of servicing meetings and taking minutes
• Experience of budgetary management

Skills
Essential criteria

• Be a dynamic, passionate, open, participative leader with a supportive leadership style
• Interpersonal and communication skills to have difficult conversations with senior stakeholders and members
• Demonstrable administrative skills and ability to produce accurate documents to a high standard of presentation
• Excellent attention to detail and production of high quality work
• Advanced skills in MS Microsoft; Excel, Word and PowerPoint
• Evidence of skills and knowledge in performance information processes and analysis
• Numerate and good analytical skills requiring a high degree of concentration.
• Excellent communication and interpersonal skills
• Able to engage with people at all levels.
• Excellent organisational and planning skills

Approach/Values/Personal Attributes
Essential criteria

• Ability to work as a team member
• Ability to work on own initiative and maintain a calm approach under pressure in a busy environment
• Able and willing to prioritise workload to respond to immediate and urgent requests
• Supports the value and beliefs of the Trust
• Empathy towards the needs of people using mental health and related services, and how consistently high standards of administrative secretarial support can contribute to the patient experience
• Demonstrate an understanding of the practices of Human Rights in the delivery of this role
• Ability to travel across sites
• Punctual and flexible across hours of work when required

Sussex Partnership NHS FT is committed to supporting a diverse workforce that reflects our communities. Our workforce is currently under-represented from Black and Minority, Ethnic and disabled communities and we would welcome applications from these communities.

We regret that we are unable to advise candidates if they have not been shortlisted. If you have not heard from us within three weeks of the closing date please assume that you have been unsuccessful on this occasion.

In the event of an excessive number of applicants the Trust reserves the right to close this vacancy earlier than indicated.

Sussex Partnership NHS Foundation Trust takes its responsibilities for the safeguarding and protection of children and young people and vulnerable adults very seriously and expects this of all its employees and bank workers. The Trust works with adult and children's social care to ensure that the integrated service has systems in place to equip staff and bank workers with the knowledge and skills to recognize abuse, and take action to safeguard and protect vulnerable adults and children and young people. It is expected that all staff and bank workers familiarise themselves with the appropriate structures and policies and with the Sussex child protection and safeguarding procedures and the Sussex multi-agency policy and procedures for safeguarding vulnerable adults and undertake the relevant essential training and further training appropriate to their role.

Successful candidates are normally offered salaries at the bottom of the relevant salary range. However, where previous or equivalent NHS experience in a similar role can be demonstrated and evidenced, this may be taken into consideration when setting the starting salary.