PHARMACEUTICAL SOCIETY OF NORTHERN IRELAND JOB DESCRIPTION JOB TITLE: Secretary to the Statutory Committee and Business Support Officer Hours of Work: 37 hours per week SALARY: £31,000 REPORTS TO: Business Support Manager BASE: Pharmaceutical Society of Northern Ireland, 73 University Street, Belfast. Following initial training/orientation, this will be a hybrid based role with three days in office and two days working from home. Some degree of flexibility will be required in order to facilitate Committee dates and support business need. ABOUT US: The Pharmaceutical Society of Northern Ireland is the professional regulator for pharmacists and pharmacy premises in Northern Ireland. Our mission is to support safe and high-quality services for patients by being a modern and responsive regulator. We are a small and friendly team, with 20 staff and are based in a uniquely historic building close to Queens University Belfast and Botanic Park. We work closely with a range of key stakeholders which include registrants, the Department of Health, Ulster University, Queens University Belfast, Health and Social Care Trusts, the Northern Ireland Centre for Pharmacy Learning and Development, private pharmacy businesses and other regulators. HOURS OF WORK: Full-time 37 hours per week, with flexibility around Committee meeting schedules (details to be discussed at interview). Role Overview: The Secretary to the Statutory Committee and Business Support Officer is a central position within the Pharmaceutical Society of Northern Ireland. This statutory role operates under the Pharmacy (Northern Ireland) Order 1976, which sets out the legal requirements for how the Statutory Committee conducts and administers its proceedings. The job requires setting up strong, efficient, and effective administrative systems to ensure the Statutory Committee functions smoothly and follows all regulations. The post holder will also be responsible for providing comprehensive cross-departmental support as part of the Business Support Team. This combined role places the post holder in a pivotal position to be able to make a significant and important contribution in supporting key goals and outputs across the organisation. MAIN DUTIES: Secretary to the Statutory Committee - Key Responsibilities: Administrative Management : Oversee all administrative arrangements related to the proceedings of the Statutory Committee. Co-ordination : Co-ordinate with Committee members, legal advisers, clinical advisers and other relevant parties to schedule and organise hearings. Documentation: Ensure that all documents, including notices of hearings, evidence and reports, are accurately prepared, distributed and filed. Communication: Act as the primary point of contact for all communications between the Statutory Committee and other stakeholders, including registrants and legal representatives. Record Keeping: Maintain comprehensive electronic and paper/hard copy records of all proceedings, decisions and reasons for decisions. Ensure that these records are securely stored and accessible as needed. All information to remain confidential. Case Management: Handle case management tasks, including responding to case management requests, setting case management directions and following up on case management meetings. Compliance: Ensure that all procedures comply with relevant regulatory requirements and guidelines. Support to Committee Members : Provide administrative and logistical support to Committee members, ensuring that they have been provided with all the necessary information and resources to perform their duties effectively. Assist in the Compilation and Update of Manual to Support Secretariat/ Adjudication Function : Assist with regularly reviewing manual to ensure it is up-to-date and fit-for-purpose. Management of Evaluation Feedback : Ensure processes are followed in disseminating evaluation questionnaires, collating responses and reporting feedback. Business Support Key Responsibilities: Operational Role Provide business support, ensuring all activities are carried out efficiently and effectively, in line with Workplan and calendar planning. Maintain operational policies and procedures to enhance productivity and compliance. Responsible for drafting policies and SOPs as required. Collation of information relating to Equality Monitoring on behalf of the Society in order to assist in the preparation of data for annual submission to the Equality Commission. Management of Data Records - Information Management System: responsible for maintaining the Societys Information Asset Register. Responsible for assessment and escalation of Hospitality/Conflict of Interest Forms provided by Business Support Co-ordinator. Assist with providing information to support Dashboard production with regard to Secretariat role. Provide administrative support to the Business Support Manager, Director of Business Operations and other senior staff. Co-ordinate cross-departmentally to ensure seamless operations and communication. Assist in the planning and execution of projects and initiatives ensuring the timely upkeep of Key Milestone documents as required. Attend monthly Business Support Team Meetings. Actively engage with Individual Development Review. Provide evidence as required for internal audit purposes and comply with follow-up audit report recommendations. QUALIFICATIONS AND SKILLS: Essential: Educated to at least Degree Level (or Equivalent) and/or 5 years experience in a similar role involving Secretariat or governance functions. Strong planning, organisational and time management skills - ability to prioritise workload and meet deadlines in a fast-paced, quickly changing environment. Excellent analytical and problem-solving skills. Ability to assimilate large volumes of information and produce synopsis reports. Attention to detail and accuracy. Ability to work independently and as part of a team. Excellent communication and interpersonal skills with the ability to work with a diverse range of key stakeholders. In-depth understanding of MS Office suite. Desirable: Professional certification / qualification in governance. Experience of working within a legal environment. Experience in producing and presenting statistical data and/or financial reports. Working knowledge of Canva, Power BI and/or SPSS. Experience in administrating WordPress Content Management Systems and business toolkits such as Mailchimp and Survey Monkey. REPORTING TO: The Secretary to the Statutory Committee and Business Support Officer will report directly to the Business Support Manager, who provides guidance, support and oversight of all duties. Any other Business Support duties as required by the Business Support Manager. CORPORATE VALUES AND EXPECTED BEHAVIOURS: Our organisation is committed to fostering a culture of integrity, respect and professionalism. We expect all employees to demonstrate these values through their actions and interactions with colleagues, stakeholders and the public. This includes maintaining high ethical standards, showing respect and consideration for others, taking responsibility for our own actions and continually striving for excellence in all aspects of work. Application Process Interested candidates should submit a CV and covering letter outlining their suitability for the role and relevant experience. Shortlisted applicants will be invited for interview and will be required to undertake a brief task based assessment exercise. Benefits: Bupa Health care