Board Secretary. Position Description

Transcription

1 Date: 4 February 2016 Job Title : Department : Corporate Services Location : Level 2, 15 Shea Terrace, Takapuna Reporting To : Chief Financial Officer and Head of Corporate Services Direct Reports : EA Board Chair and Governance Functional Relationships with : Internal Board Chair and WDHB Board members CEO and ELT members; some SMT members Legal Services Manager Internal Audit Funding and Planning team members Corporate Risk Manager Our Purpose, Values and Standards External Ministry of Health Electoral Officer Audit NZ local representatives Members of the public At the heart of Waitemata DHB is our promise of better care for everyone. This promise statement is the articulation of our three-fold purpose to: 1. promote wellness, 2. prevent, cure and ameliorate ill health and 3. relieve the suffering of those entrusted to our care. At the heart of our values is the need for all of us to reflect on the intrinsic dignity of every single person that enters our care. It is a privilege to be able to care for patients, whānau and our community, a privilege that is sometimes overlooked in our day to day work. Our standards and behaviours serve as a reminder to us all about how we are with our patients and with each other. Waitemata District Health Board -JOB DESCRIPTION - Page 1

2 Purpose of the role : To support the achievement of Waitemata District Health Board s strategic objectives by leading the provision of high quality, well organised secretarial support to the Board and Board committees. Governance: This will include managing and advising on: Training for Board members Conflicts of Interest Member Protocols Process for Committee appointments Payment of fees and expenses Risks Fraud awareness Board and Committee Meeting Support: This will include: Agenda preparation and distribution Meeting arrangements Minutes Actioning Follow up and decision implementation reports The requirements relating to governance of the NZ Public Health and Disability Act, Crown Entities Act and Official Information Act are met. Good quality advice is provided on procedural issues (in consultation with the Chief Legal Adviser where appropriate). Awareness is maintained, and advice provided on, developments in governance matters within the public sector relating to Crown entities, including legislative changes. Interests Registers for the Board, Committee members and senior management are accurately updated and maintained. New Board members are well briefed on governance matters, meeting procedures etc. Payment of members fees and allowances is carried out in a precise manner. Governance risks are identified, alerted to the Chair and advice provided on appropriate actions. Agrees with the Chair any risks that should be noted on the organisation risk register. Promotes good fraud awareness practices, ensuring that Board members are well briefed on the policy and associated processes. Agenda preparation and distribution: The quality and completeness of papers meets the Board s and CEO s expectation of accuracy and conciseness (this requires both effective proofing and liaison with staff members preparing reports and senior managers). Issues with draft reports that are raised by the CEO or the relevant reviewing manager are followed up with staff members and the requested changes incorporated in the report. Agendas are posted on Boardbooks in a timely manner (normally at least 6 days before the meeting) and the necessary number of hard copies is produced. Meeting Arrangements: Meeting venues are booked and set up correctly. Public notices are arranged for those meetings Waitemata District Health Board -JOB DESCRIPTION - Page 2

3 where there is a legislative requirement to do so. Meeting arrangements (including advising staff members of when to attend for reports, organisation of presentations etc.) are effectively handled. Correct procedural advice given at meetings. Support to the Chair provided at meetings. Minutes: Accurate meeting minutes are provided, recording all resolutions precisely, and the intent and substance of discussions and action points is accurately presented. Draft minutes are completed within a few days of the meeting and forwarded to the relevant Chair and/or senior manager for approval. Actioning: Staff advised promptly by of decisions and action points relating to their items. Follow up and Decisions Implementation Reports: Actions Arising from previous meetings reports arranged for each Board and Committee agenda. Quarterly Board Decisions Implementation Reports coordinated and provided for the Board. DHB Triennial Elections Includes: Ensuring necessary Board resolutions are passed including appointment of the Electoral Officer. Oversight of the MOU with Auckland Council and the Electoral Officer concerning share of election costs. Also authorisation of payments. Liaison with Electoral Officer to ensure proper conduct of the elections. Assisting with production of information booklet for candidates, information session etc. Arranging for relevant information to be posted on the WDHB website (including candidate profiles and results). Ensures that messaging on political neutrality is disseminated across the DHB Financial Preparation of and managing the DHB governance budget ($1.1M). General Undertake special projects as may be required from time to time. Assist with such matters as Select Committee Waitemata District Health Board -JOB DESCRIPTION - Page 3

4 reviews, official information requests, audit enquiries. Statutory & Treaty of Waitangi obligations Ensures the professional and political integrity of WDHB by carrying out all functions in compliance of the Treaty of Waitangi and by demonstrating a serious commitment to keeping the treaty alive. Shows sensitivity to cultural complexity in the workforce and patient population To recognise individual responsibility for workplace Health & Safety under the Health & Safety Act 1992 & Health and Safety at Work Act 2015 Support WDHB H&S Culture by: Following & complying with H&S policies & processes & applying them to their own work activities Identifying, reporting & self-managing hazards where appropriate Early and accurate reporting of incidents at work Waitemata District Health Board -JOB DESCRIPTION - Page 4

5 PERSON SPECIFICATION POSITION TITLE: Minimum Preferred Qualification Tertiary qualification or relevant Board secretarial experience Experience 5-10 years Secretary experience at a senior level in the public sector Secretariat experience for the board of a large public entity or equivalent local government role Skills/Knowledge/Behaviour Demonstrated ability to interpret legislation Comprehensive understanding of governance role and processes Understand of the Treaty of Waitangi Thorough understanding of meeting procedures Familiarity with relevant legislation, in particular: NZ Public Health and Disability Act; the Official Information Act; the Crown Entities Act Ability to communicate effectively and confidently at Board and Senior management level Excellent written communication skills Ability to prepare succinct and cogent reports and minutes of meetings Ability to concentrate for long periods Attention to details Waitemata District Health Board -JOB DESCRIPTION - Page 5