Governance Secretary to the Chief Executive

Location: Butterwick Hospice, Stockton

Salary: £13.61 per hour

Closing Date: 28/02/2024

Job Description

Are you organised, have strong attention to detail, with well – developed minute taking skills and thrive in a busy environment?

If so then this could be the job for you!

An opportunity has arisen for a Governance Secretary to the Chief Executive. This role provides a comprehensive operational administrative support function to the Chief Executive and the Board of Trustees with particular focus on minute taking for committee and board meetings and ensuring the meetings are appropriately serviced with accurate and timely reports and documentation. As we are a small organisation the role is varied and engaging and you will have the chance to apply your knowledge proactively and learn and develop new skills.

This is a great opportunity for an experienced secretary with minute taking experience to join a charitable organisation in the Stockton area. We are looking to recruit a dynamic, motivated professional who is hands-on in their approach, and has a keen eye for detail. The right person for this role should enjoy working independently and as part of a team.

You will have;

  • Demonstrable experience of accurate minute taking, compiling and distributing Board packs and supporting committees
  • A recognised qualification in Secretarial, PA or Administration
  • Experience of providing support for upper-level management within an administrative role.
  • Strong organisational skills that reflect ability to perform and prioritise seamlessly with excellent attention to detail.
Job Purpose

Provide a comprehensive operational administrative support service to the Chief Executive and Trustees, playing a key role in communication between board members and management team.

Responsible for the overall administration of a number of hospice meetings, supporting the board committees including co-ordination of yearly planning, booking and preparing venues (AV equipment, virtual meetings etc.), the preparing and distribution of agenda and supporting papers as well as taking minutes and managing responses to actions

Be responsible for the provision of a range of core documentation including board reports, performance reports, action plans and business cases. Ensure timely, accurate and concise submission to support the governance structure and attainment of Key Performance Indicators (KPI’s) and organisational objectives.

Key Responsibilities
  • Collate and check all meeting papers for accuracy and presentation in advance of distribution, liaising with report author to amend/update as necessary.
  • Accurately transcribe formal minutes for key meetings in a timely manner ensuring minutes are a true record of discussions ensuring that an accurate action log and records of key meetings is maintained and shared as appropriate within designated timescales.
  • Collate and distribute meeting packs to attendees, either in hard copy or electronically and develop and maintain an electronic library to facilitate the storage, retention and retrieval of meeting papers.
  • Establish and maintain an efficient office filing system ensuring the security of confidential and sensitive documents
  • Communicate both internally and externally on the CEO’s behalf with Trustees, members of the Senior Management Team, Hospice staff, volunteers, the business community, local councils, solicitors, Members of Parliament and members of the public in a professional, manner, both in person and on the telephone.
  • Be first point of contact with responsibility for dealing with all corporate communications and legal affairs, actioning on own initiative where appropriate and escalating to senior management team when required.
  • Maintain a register of complaints and deal with these in accordance with policy and procedures.
  • Complete any data submissions or paperwork associated with the role, including but not limited to: activity and performance info, reports, absence records, annual leave information, and communications, ensuring information is accurate and timely.
  • Maintain register of directors and trustee’s declaration of interests.
  • Oversee a delegated budget, through the maintenance of effective resource management. Report any variances to expected expenditure and resource usage.
  • Maintain personal and professional competencies and development. Make changes to own practice where required and offer suggestions for improving services where appropriate.
Download the Personal Specification

Job Type: Part-time, 2 -3 days per week dependant upon business needs. Monday is an essential day with flexibility around other day/s. Degree of flexibility required to work from 5pm – 7pm on Monday evenings where there is a business need. A later start would be factored in to cover the evening work.

  • Bereavement leave
  • Company pension
  • Free On-site parking
  • Sick pay

(We do reserve the right to close this advertisement early if we receive a high volume of suitable applications.)