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Committee Clerk

Location Belfast, County Antrim
Sector
Job type Temporary
Salary £24907 - £30615 per annum
Published about 1 month ago
Contact Hannah Fitzismons
Job ref B5CC_1618477928

Job description

Committee Clerk

Temporary Committee Clerk required for a large public sector organisation based at through the Belfast Trust.

Rate of Pay: £24,907+

Location: Belfast

Hours: 37.5 hours per week

JOB SUMMARY / MAIN PURPOSE:

The post holder provides full support to our Registration and Fitness to Practise Committees by drafting and serving documentation in advance of and following regulatory Committee meetings and fitness to practise hearings, managing proceedings on the day, working closely with the Chair, Members and Legal Adviser to ensure that proper procedures are followed and assisting the Legal Adviser with the drafting of determinations.

The post holder will be required to clerk hearings on average 5 - 7 days each month. On hearing days, the post holder needs to be in the office by 8.30 am and some hearings may conclude beyond 5.30 pm, and therefore this post requires the post holder to be flexible on these days with regards to time.

Essential criteria

  • Degree or equivalent qualification plus at least two years' experience in an administrative work function.

OR

  • Four years' experience in an administrative work function.

Other

Fully flexible working hours as you may be required to work outside of the normal hours occasionally.

Skills

  • Evidence of excellent written English, accuracy and attention to detail
  • Proven ability to establish excellent professional relationships
  • Proven ability to manage challenging situations
  • Effective planning and organisational skills with ability to prioritise own workload and manage competing demands while working unsupervised within a pressurised environment and to tight timescales
  • A minimum of 12 months' experience in using a range of MS Office products including Microsoft Word, Excel and Outlook

Main duties/Responsibilities:

  • Planning and coordinating the timely scheduling of, and listing of cases for, regulatory Committee meetings and hearings.
  • Preparing, issuing and serving statutory notices to registrants and other Parties within specified timeframes, ensuring compliance with legislative requirements and ensuring the highest standards of accuracy and attention to detail.
  • Developing and maintaining an in-depth understanding of the Social Care Council Registration and Fitness to Practise Rules and the role of the Committees, as well as taking forward learning from Care Tribunal determinations and relevant case law.
  • Selecting Chairs and Committee Members to sit on Committees, ensuring that the legislative requirements of the Committee are met, and identifying any conflicts of interest.
  • Selecting Legal Advisers and Medical Advisers to provide Committees with legal and medical advice.
  • Ensuring that Committees are quorate and that all stakeholders are scheduled to attend.
  • Coordination of special measures that may be required for hearings.
  • Acting as Clerk to the Registration Committee, Preliminary Proceedings Committee, Fitness to Practise Committee, Restoration Committee and other Committees as required.
  • Ensuring compliance with relevant legislation, Rules and case management directions, and alerting the Regulatory Committee Manager if any problems arise.
  • Alerting the Committee Chair and / or Legal Adviser to any procedural irregularity which could be contrary to the Committee's powers or which may affect the right to a fair hearing.
  • Managing the proceedings on Committee and hearing days and resolving any conflicts and issues to ensure that the proceedings run smoothly, efficiently and properly in accordance with prescribed processes.

COLLABORATIVE WORKING / KEY WORKING RELATIONSHIPS

  • Coordinating with external solicitors, barristers, legal advisers, Chairs, Committee Members, registrants, suppliers, union representatives and other relevant external bodies.
  • Identifying any complexities with a case and liaising with Council's Solicitor or legal adviser as appropriate. Working with Fitness to Practise Officer and other relevant parties on procedural issues to progress difficult cases through the hearing process.
  • Providing support and guidance to witnesses and others attending hearings. This could include witnesses and / or registrants who may be distressed, vulnerable or disruptive.
  • Supporting the Committee Chair by advising on matters of procedure as appropriate.
  • Developing and maintaining good working relationships with Committee Members, Legal Advisers and Medical Advisers, and acting as their point of contact for all queries, advice, hearings and all other matters.

COMMUNICATION AND INFORMATION MANAGEMENT

  • Assisting as required in the development and review of policies and procedures designed to improve the efficiency of the Committees or the team.
  • Assisting as required with the planning of training and development of Committee Members.
  • Assisting as required with the maintenance and review of paper and electronic information and administrative systems, ensuring that they are accurate, accessible and up to date.
  • Ensuring confidentiality, with no confidential information being released to unauthorised persons.
  • Maintaining the system of Members' allowances, ensuring that payments are properly made and supervising other administrative services to Members.
  • Signing Committee Members, Legal Advisers and Medical Advisers' fee forms to verify attendance at Committee meetings, pre-hearing reviews, hearings, training events etc.
  • Maintaining appropriate record keeping within the Committee Management function to support robust processes and satisfy audit requirements.

PEOPLE MANAGEMENT AND DEVELOPMENT

  • Managing the Committee Management administration staff, to include reviewing performance, providing and supporting training and development, ensuring governance requirements are adhered to.
  • Maintaining staff relationships and morale among the staff reporting to the post holder.
  • Delegating appropriate responsibility and authority to the level of staff within the post holder's work control consistent with effective decision making while remaining responsible and accountable for results.
  • Participating in the selection and appointment of staff reporting to the post holder in accordance with the procedures laid down and approved by the Council.
  • Taking such action as may be necessary in disciplinary matters in accordance with the procedures laid down and approved by the Council.
  • Developing and maintaining effective working relationships with colleagues and staff throughout the organisation to ensure achievement of organisational objectives and the effective functioning of the Committee Management team.

HUMAN RESOURCE MANAGEMENT RESPONSIBILITIES

The Social Care Council supports and promotes a culture of collective leadership, where those who have responsibility for managing other staff:

  • Establish and promote a supportive, fair and open culture that encourages and enables all parts of the team to have clearly aligned goals and objectives, to meet the required performance standards and to achieve continuous improvement in the services they deliver.
  • Ensure access to skills and personal development through appropriate training and support.
  • Promote a culture of openness and honesty to enable shared learning.

Encourage and empower others in their team to achieve their goals and reach their full potential through regular supportive conversation and shared decision making.

  • Adhere to and promote Social Care Council policy and procedure in all staffing matters, participating as appropriate in a way which underpins the Social Care Council's values.

GENERAL REQUIREMENTS

The post holder will be required to:

  • Ensure that the Social Care Council's policy on equality of opportunity is promoted through his / her own actions and those of any staff for whom he / she has responsibility.
  • Co-operate fully with the implementation of the Social Care Council's Health and Safety arrangements, reporting any accidents / incidents / equipment defects to his / her manager, and maintaining a clean, uncluttered and safe environment for patients / clients, members of the public and staff.
  • Adhere at all times to all policies / codes of conduct, including for example:
  • Smoke Free policy
  • IT Security Policy and Code of Conduct
  • Standards of attendance, appearance and behaviour.
  • Contribute to ensuring the highest standards of environmental cleanliness within your designated area of work.
  • Co-operate fully with regard to Trust policies and procedures relating to infection prevention and control.

If you are interested and available for this position please upload your CV to the link or contact Hannah Fitzsimons. Hannah.Fitzsimons@staffline.co.uk

Please note that these roles may be filled quickly but your CV will be kept on file for future similar roles. As there are so many applications, unsuccessful candidates may not be contacted.

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