Job summary
The Secretariat Administrator supports the effective running of Acas� boards, committees and meetings, including: Acas Council, Acas Committee meetings, Executive board, Head of Functions meetings and Sub Boards meetings.
The Secretariat Administrator ensures the organisation follows good governance procedures and undertakes administrative duties to support the Secretariat office. The role requires strong organisational and communication skills as well as tact, sensitivity and an ability to hold corporate confidences.
The Private Office & Secretariat team sits within the Finance and Governance Directorate. The role will contribute to the running of an effective, supportive, and motivated Secretariat team, and reports to the Private Office Manager. The role will work closely with the Private Office and Secretariat team as well as the wider Acas Senior Leadership Team. �
Job description
� � Meeting Management and Forward Planning: Manage the complex Secretariat calendar, ensuring meetings are scheduled well in advance, meeting locations and calendar invites are shared in a timely manner and ongoing active management of attendees. This will cover all key Committee meetings, including Acas Council, Executive Board, Committee meetings and sub-boards.�
� � �Liaison with Central Admin Support Team (CAST) to ensure meeting rooms are booked, visitors logged, lunches are ordered, and room required communicated in preparation for meetings.�
� � �To support the Private Office and Secretariat Manager in ensuring an effective and efficient service is being delivered for Executive board and Committees as required.
� � �Meeting Documentation: collation and storage of meeting papers, into the relevant SharePoint folders, ensuring papers are received on time and chasing completed papers where necessary.�
� � �To support the Private Office and Secretariat Manager in ensuring Papers are circulated to agreed timetables ahead of the meetings.�
� � �Actively managing the Acas flightpath, tracking the progress of items through the governance structure.
� � �Meeting Administration: Attending virtual and face to face meetings, taking responsibility for minute taking, sharing decisions, recording any actions required and tracking the progress of actions, issuing reminders as necessary.
� � �Maintaining Confidentiality: Handle highly sensitive materials, always maintaining strict confidentiality.�
� � �Mailbox Management: To use initiative to actively manage the Secretariat mailbox, triaging the inbox flow and responding and/ or directing queries to the relevant teams, including, complaints, enquiries and letters from MP�s in line with the relevant process. File and record relevant commissions received and responses.�
� � �Governance: Supporting Quarterly meetings with Acas officials and the Department for Business and Trade including minute taking and recording and tracking of actions.
� � �Records Management: Ensure there is effective electronic housekeeping and records management of the Secretariat SharePoint site to comply with our Data Protection policy.�
� � �Stakeholder Contacts: Ensure Secretariat stakeholder databases are maintained and regularly updated with external contacts.
� � �Relationship with Council: Act as Gatekeeper for interaction with our Council members and where appropriate, minimise unnecessary draws on the time of Council members. Actively managing the relationship, liaison and engagement of Council members and the wider organisation.
� � �Liaison with the external affairs team and the Private Office & Secretariat Manager to monitor and manage any external or internal speaking events, ensuring the necessary preparations and speaking/briefing notes are available.
� � �Recording Council member activity to ensure accurate record of time spent engaged in Acas business, including attendance at Council meeting, committee meetings, Subgroup meetings and external engagements.
� � �Supporting Council members to complete T&S claims in a timely manner.�
� � �Travel Arrangements: Work with the Executive Assistant to the CEO and Chair to arrange travel and accommodation (including meeting space) for Council members as needed, in collaboration with CAST. Ensuring the log of expenditure is kept up to date and shared with the relevant person within the directorate.�
� � �Work Collaboratively: Working with the wider Private Office and Secretariat team to support overall team resilience and administration duties as well as ad hoc projects or pieces of work.
As a member of the Finance and Governance Directorate you will:
� Promote diversity, inclusion and equality of opportunity, respecting difference and external experience.�
� Be self-aware and role-model continuous self-learning and development.�
� Collaborate with others to achieve the goals of Acas together
� Work flexibly and collaboratively with those across the Directorate and wider Acas
� Live the Acas values
Who we are
Acas exists to make working life better for everyone in Britain.�We are the experts in workplace matters, we�re impartial, so we�re not on anyone�s side.�That means we�re working for everyone to help prevent and resolve workplace issues.
Acas helps employers and employees by providing information, advice, training, conciliation and other services that prevent or resolve workplace problems.
Acas has been recognised for its�Diversity and Inclusion in the workplace�from the Employers Network for�Equality and Inclusion awards�� Disability Confident Highly Commended; Pay Gap award winner and Overall winner for public sector organisations. Acas is committed to providing services and developing policies which�embrace diversity, promote equality of opportunity and eliminate unlawful discrimination.
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Person specification
Technical:
Essential:
Competent in the use of Microsoft office applications and technology to include conferencing facilities and all digital platforms or willingness to develop.
Experience
Essential:
1. Excellent communication skills, both written and verbal with confidence to engage at all levels with internal and external stakeholders. (Lead)
2. Experience of minute taking and managing large corporate meetings and paperwork
3. Experience managing a fast-moving complex in-tray and triaging activities to understand without close supervision what to prioritise and how
4. Experience of organising multiple demands - highly organised, demonstrating strong initiative and resilience
5. Experience of managing senior relationships and providing a gateway function
Benefits
Alongside your salary of �27,000, Advisory, Conciliation and Arbitration Service contributes �7,182 towards you being a member of the Civil Service Defined Benefit Pension scheme.
We�re big believers in rewarding people for the amazing work they do, take a look at some of the fantastic benefits we offer:�
6. Learning and Development;
7. Health and wellbeing;
8. Pension scheme;
9. Cycle to work scheme;
10. Childcare schemes;
11. Interest free season ticket loans;
12. Volunteering opportunities.
Could you ask for any more?
You�ll have access to a Lifestyle website, where you�ll be able to grab savings over a wide range of products from holidays to your weekly shop.�
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