Secretary

Secretary

My client is a leading organisation based in Newry, who are currently seeking an experienced Secretary to the Governing Body.

This is a Part-Time, Permanent position.

Working hours: 30 hours per week to include attendance at meetings which require twilight or evening attendance (Hybrid working – with 1 day per week WFH)

With a salary of £30,296 - £33,945 per annum (pro rata) 

Successful candidate will be required to an Access NI check.

Closing date - Wednesday 25th September 

Job Purpose: You will be responsible for providing efficient administrative services to the Governing Body this will include responsibility for organising the business of the Governing Body and its committees in conjunction with the Chairman, Chief Executive and committee Chairs.

Essential Criteria:

• Demonstrate a minimum of 2 years’ (within the last 5 years’) experience in a secretarial role to a Board, Corporate Body or Senior Management team including administration as a committee clerk.
• A minimum of a Degree (or higher) in a relevant discipline.
• GCSE English (Grade A*- C) or Essential Skills Level 2 (or higher) in Communication or equivalent GCSE Mathematics (Grade A*- C) OR Essential Skills Level 2 (or higher) in Numeracy or equivalent.
• Advanced level IT skills in the use of Microsoft Office suite particularly Word, Excel and PowerPoint.
• A full current driving licence which enables you to drive in Northern Ireland, and access to a car for official business purposes.

Main Duties and Responsibilities:

• Ensure that Governing Body and committee meeting procedures are followed in accordance with the Articles and Instrument of Government and Standing Orders.
• Attend meetings of the Governing Body or any meeting of any committee established by the Governing Body except where a direct conflict of interest exists.
• Attend preparatory meetings between the Chairman and Chief Executive as required.
• Draft agendas and organise the supporting reports and briefing papers and liaise with those members of staff or Governors who may be required to prepare papers for Governing Body meetings.
• In conjunction with the Chairman, Committee Chairs and Chief Executive timetable all meetings of the Governing Body and its committees, call meetings giving proper written notice and arrange for the timely distribution of agendas and supporting papers.
• Record minutes of all meetings attended, prepare draft minutes and present to Chairman/Committee Chairs and the Chief Executive within the specified timescales for their attention, liaise with the Chairman and committee chairs to ensure revised minutes are presented for approval by the Governing Body/Committees in a timely manner
• Act as correspondent for the Governing Body as directed by the Chairman and Governing Body.
• Advise the Chairman and the Governing Body on the appointments/removals to/from the Governing Body and committees in accordance with the provisions of the statutory Instrument of Government.
• Design, develop and deliver an effective induction programme for new Governors.
• Assist the Chairman and Committee Chairs in carrying out an annual self-assessment of the Governing Body and its committees.
• To prepare Annual Reports for all Governing Body Committees and present to Committee Chairs.
• Publish the Governing Body meeting papers and Governance documents.
• Maintain a current register of the financial and personal interests of Governors and advise Governors on declarations of interest.