Secretary to the Statutory Committee in Belfast

Your new company Hays are working exclusively with The Pharmaceutical Society NI to recruit for a Secretary to the Statutory Committee. The Pharmaceutical Society NI is the statutory regulatory body for pharmacists and pharmacy premises in Northern Ireland. Based in Belfast, they regulate in the public interest to protect patients and the public and to maintain confidence in the pharmacy profession. The Statutory Committee plays a central role in the Society's fitness to practise processes. It is responsible for considering cases referred to it and making independent decisions in accordance with the statutory framework, ensuring that proceedings are fair, transparent and focused on protecting patients and the public while maintaining confidence in the pharmacy profession.

The Secretary to the Statutory Committee will provide high-quality secretariat, procedural and administrative support to the Statutory Committee in the conduct of fitness to practise hearings on behalf of the Pharmaceutical Society NI. The postholder will ensure that cases referred for hearing are managed effectively, efficiently and in accordance with legislative, regulatory and procedural requirements. The role supports the independent decision-making of committee members, facilitates the smooth operation of hearings, and provides a professional service to internal and external stakeholders.

Main Responsibilities

• Manage cases referred for hearing before the Statutory Committee, ensuring compliance with legislative and regulatory requirements, including the Pharmacy (Northern Ireland) Order 1976, relevant regulations, practice directions and case management directions, while meeting Pharmaceutical Society NI timeliness and quality targets.
• Ensure cases are listed efficiently, identifying any complexities at an early stage and working with all relevant parties, including fitness to practise colleagues, to support effective hearing arrangements.
• Co-ordinate with Committee members, legal advisers, clinical advisers and other relevant parties to schedule and organise hearings.
• Ensure correspondence from relevant parties is managed robustly, accurately and in accordance with agreed procedures and timescales.
• Act as Secretary to the Statutory Committee and support the smooth running of proceedings, whether conducted remotely or in person, including liaising with internal and external stakeholders, recording decisions and managing procedural matters as they arise.
• Arrange and oversee all operational aspects of hearing days, including attendee management, special measures, room set up, note-taking, recording of proceedings, transcription services where required, and the provision of a high standard of service and support to all parties and stakeholders.
• Manage the Statutory Committee's annual training days, develop regular communications for committee members incorporating learning from case law updates, Professional Standards Authority (PSA) guidance, PSA appeals process outcomes via Section 29 and liaise with other regulators to identify and develop training opportunities.
• Ensure high-quality documentation is presented to the Committee by reviewing, quality assuring and liaising with relevant parties.
• Manage the approval process for determinations and transcripts where required, working with Committee Chairs to ensure accurate final versions of decisions are produced in accordance with best practice in a timely manner.
• Ensure final determinations are formatted correctly, saved accurately and managed in accordance with standard operating procedures.
• Ensure public versions are appropriately redacted before wider circulation or publication.
• Regularly review, update and maintain Statutory Committee procedures and processes, including the compilations of the adjudication manual, to ensure they remain effective, compliant and fit for purpose.
• Identify opportunities for improvement, recommend proportionate changes and support agreed efficiencies in hearing administration and case management.
• Undertake any other duties as directed in support of business operations.

What you'll need to succeed

• Sound experience of complying with legal procedures and working within a legislative or regulatory framework.
• Experience of providing a high standard of customer service to internal and external stakeholders at different levels, often where requirements may be complex or competing.
• Evidence of sound judgement, quick thinking and effective decision-making in a procedural or operational environment.
• A self-motivated and methodical approach, with the ability to take significant personal responsibility and accountability while maintaining a strong attention to detail.
• Excellent verbal and written communication skills, with the confidence to engage professionally with committee members, colleagues, registrants, legal representatives and other stakeholders.
• Ability to work with discretion and professionalism in a confidential and sensitive environment.
• Proficiency in the use of IT systems and equipment, including video-conferencing platforms such as Microsoft Teams and MS Office.

Desirable Criteria

• Educated to degree level or able to demonstrate equivalent relevant experience.
• Experience as a legal secretary or paralegal in a similar setting.

What you'll get in return

• Salary: £30000-£33000 depending on experience.
• Hybrid working after initial settling in period.
• Flexible working outside of core hours.

If you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or call us now. If this job isn't quite right for you, but you are looking for a new position, please contact us for a confidential discussion about your career.