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Boards Secretary

Boards Secretary

Posted 6 April by Aatom Recruitment Ended

Umbrella rate: £14.00 an hour

Working on behalf of a Local Authority, Aatom Recruitment has an excellent opportunity for an experienced Boards Secretary on a 3 month contract with a possibility of an extension. They would like someone who has the experience and knowledge in the following:

Purpose of the role -

  • To support the effective administration of the OPFCC-s boards and meetings, including making arrangements prior to the meetings, assisting with the preparation of agenda and reports, taking minutes within the meetings and producing an accurate note of the meeting, following up on actions and undertaking all related activities necessary for the smooth operations of the OPFCC boards and meetings.
  • To be responsible for producing and publishing the OPFCC-s Forward Plan for Boards and Meetings. To provide secretariat support to the Chairman.
  • Good organisational skills, good communications, minute taking, flexibility and can do attitude Ability to work as part of a team.

Duties and Responsibilities -

  • Assist with the preparation and distribution of agenda, reports, and minutes within the statutory timescales and maintaining the distribution lists.
  • Providing and updating attendee lists and seeking alternative representation where required
  • Minute meetings and distribute minutes within agreed timescales.
  • Publishing Board agendas and minutes, PFCC Decisions and the Forward Plan on the PFCC website within the statutory timescales.
  • Provide secretariat support to the Essex Criminal Justice Board (ECJB), liaising closely with the ECJB
  • Business Manager to support the smooth running of the Board.
  • Viewing prospective meeting venues to assess suitability and booking meeting rooms and refreshments.
  • To acquire a good understanding of current legislation and regulations which have a direct bearing on the OPFCC in relation the delivery of appropriate governance functions and the associated support requirement for these.
  • To develop good working relationships with colleagues across the OPFCC, Essex Police, elected members and representatives of outside bodies.
  • To assist with project work which will involve preparing and providing advice and information, liaising with staff, both internally and in other organisations as necessary.
  • To maintain records relating to Board Members, including Board and Meeting Membership, the register of gifts and hospitality, and declaration of the OPFCC Executives- interests.
  • To undertake the facilitation of the Police Appeals Tribunals working to statutory time limits and to agreed performance indicators. This will include amongst other things, receiving and acknowledging appeal forms, recording appeal details, securing Panel members, distributing papers and general administration involved in the process.

Knowledge/Skills/Qualifications/Experience -

  • Good organisational skills, good communications, minute taking, flexibility and can do attitude Ability to work as part of a team.
  • Educated to A Level including English and Maths or equivalent.
  • Experience in Local Government or similar public, voluntary or commercial sector environment over a 3-5 year period.
  • Experience of using IT packages to establish effective administrative systems and experience of using video equipment.
  • Highly competent at planning, organising and communicating.
  • Highly competent at minute taking to quality and timeliness standards
  • Experience of team work and using own initiative when appropriate within an agreed framework working at all levels in a confidential manner.
  • Experience of prioritising work and attention to detail.
  • Awareness of the confidential nature of this work.
  • Ability to adapt and respond quickly to conflicting demands whilst remaining calm under pressure.
  • Ability to fulfil the requirements of this role with integrity, accountability and commitment, operating in a calm and professional manner at all times when dealing with colleagues, Police, members of the public and officers of partner organisations.

Required skills

  • Admin
  • Local Government
  • Minutes
  • Panel
  • Public Sector
  • Secretarial
  • PA
  • Secretary
  • Meetings
  • Agendas
  • Secretariat
  • Minute taking
  • Board Meetings
  • PA Assistant
  • Board Members
  • Personam Assistant

Reference: 34841138

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