Provide support to the CEO, EMT and Board of Directors for diary management, arranging and co-ordinating meetings and events, organising venues and resources as required. To advise on the annual calendar of the Trusts Board meetings and tasks and maintain appropriate records. Responsible for the organisation and co-ordination of Board and Sub-committee meetings in conjunction with the Chair of the Board and the Chairs of the Committees. Liaise with the Chair, Directors, CEO and EMT to schedule any other meetings and events as required, some of which may be critical and urgent.
Work with the Chair to develop Board meeting agendas, and make arrangements for presentations and internal/external speakers. Liaise with the CEO and EMT regarding preparation for meetings, and conduct meeting follow up. This includes preparing meeting agendas, collating and distributing meeting minutes, reports and other papers in good time for Board and other meetings. Following up on any agreed action points with those responsible and informing the Chair of progress.
Send papers to Directors by post and email if requested. Provide efficient secretarial assistance for meetings, such as sending meeting invites and virtual log-ins, managing room bookings and arranging refreshments. Assisting Directors with travel arrangements and the payment of expenses when required. Attend meetings as required (some of which may be out of hours) and take accurate and professional minutes of Board meetings, sub-groups and any ad-hoc meetings and maintain a record of attendance and apologies.
Support the EMT with tasks including system administration (including software and telephones), and provide training, guidance and updates as required. Responsible for monitoring and responding to incoming emails from the MHCT info@ inbox, plus others that may be relevant, forwarding emails to the appropriate recipient(s) within the Trust. General administration of the info@ account. Using a customer centred approach, provide a comprehensive administrative support service to internal projects, staff members, external stakeholders and service users.
Provide full telephone support within the wider office ensuring that anyone contacting the Trust are dealt with empathetically, professionally and with respect. Preparation and issue of all written communications, emails and letters on behalf of the CEO, Board of Directors and EMT, maintaining records of all correspondence as appropriate and filtering incoming communications/correspondence as necessary. Ensure copies of statutory policies and other documents approved by the Board are recorded, reviewed and published as agreed and as per governance requirements and internal processes. Take minutes and produce them accurately within specified deadlines, this will include attending Directors meetings, sub-committees and accompanying the EMT to various meetings, some of which may be outside office hours.
To be fully conversant with the Memorandum and Articles of Association for the Charity and the Terms of Reference of its Committees and to advise the Directors on matters of governance and procedure in this respect. Ensure the Trust Board is properly constituted, maintain copies of current terms of reference and members of committees/working parties and that meetings are quorate and all disclosure/conflict of interest. Support the Executive Team to ensure official and legal records are up to date, for example Charity Commission and Company House records. Maintain a record of signed minutes of meetings and ensure copies are sent to relevant parties upon direction from the CEO/Chair and are published as agreed at meetings.
Maintain membership records of each individual Directors term of office and attendance and alert the Chair in advance of any impending Director (Trustee) vacancies and non-attendance at meetings. Support the Chair, CEO and HR, in the recruitment process for Board Directors (Trustees) as required and to contribute to the induction of newly appointed Directors. Establish and monitor the appraisal and performance review cycle for the Directors Board. Support to senior managers with production of reports, letters, emails and other communications and carrying out any other administrative tasks including photocopying, faxing, emailing, scanning, laminating and binding.
Ensure the Bid Register is kept updated and liaise with other team members and stakeholders as required, ensuring organisation files and documents are kept updated. Provide support with bids and tenders: such as setting up bid folders, this may include downloading documents, submitting clarification questions and checking on responses and communication via portal) completing the due diligence sections, support with overseeing the contract & sub-contract document collections and overseeing completion of the information required. Maintain governance documents, files, contact details, activity data as required throughout the organisation. To set up, develop and maintain appropriate filling systems, both hard copy and electronically.
Work within boundaries of confidentiality appropriate to sensitive and confidential information and manage information effectively in accordance with legal requirements. Book, and prepare meeting rooms including ensuring required equipment and resources are available and set-up for use, for example projectors/screens, flipcharts. Provide meet and greet and hospitality to visitors attending meetings with the Directors and/or EMT. Participate in own personal development by undertaking training specific to the job role.
Assist in any project work as required. Maintain and support the ISMS information management system for information security, access and to co-ordinate and support with internal annual audits including preparation and resulting actions. To carry out any other duties as reasonably required.