87 - Governance and Secretariat Officer in Swansea

Hours: Full time (37 Hours a week)

The Governance and Secretariat Officer will contribute to a diverse range of activities, working alongside and reporting to the Governance and Secretariat Manager. This is a permanent role, joining a Secretariat team and providing administrative support to the Executive and IMA Chair. The post-holder will play a key role in enabling the smooth running of the organisational strategy of the IMA, and will be responsible for supporting:

• Collaborating & communicating with a wide range of stakeholders
• Effective support in day-to-day activities of the Chief Executive and Executive Team
• Efficient operation of the Board Secretariat
• Efficient execution of administrative tasks to maintain a well-run Secretariat function.

The post-holder will pay attention to detail and be able to work quickly and accurately. The post-holder will be providing support to leadership in the Corporate and Governance Directorate, and on corporate and governance issues to employees and teams across the IMA. Please note that the current HQ is based at the Civic Centre in Swansea. The IMA is currently operating an informal and non-contractual hybrid working arrangement, with a regular requirement to attend the office in Swansea.

If you would like to discuss this further, please get in touch with the job contact HR@ima-citizensrights.org.uk

What will you be doing? The successful candidate will be required to:

• Support the Board Secretariat process ensuring agendas and papers are issued on time and minutes circulated in a timely manner.
• Act as Secretariat where required and attend other meetings as a minute or note taker, preparing and issuing agenda, reports and minutes and to undertake any follow-up actions delegated as a result of the meeting.
• Schedule diary engagement and Board activity & commitments with associated travel/accommodation on behalf of the Chief Executive and Board members, working proactively to resolve scheduling conflicts and prioritising issues.
• Receive and respond to email enquiries from both internal and external to the organisation for the Chief Executive.
• Support the preparation and coordination of briefings, drafting content where appropriate under direction, to support the Chief Executive in developing and maintaining effective relationships.
• Support the senior managers in delivering and upskilling the team with new ways of working including use of digital board support software and adopting new technologies where appropriate.

Generic responsibilities The post-holder will be expected to:

• Carry out their duties in line with IMA policies, procedures, and relevant guidance.
• Handle information with appropriate care, discretion, and professionalism, particularly where material is sensitive or confidential.
• Contribute to the effective and orderly running of the Secretariat by delivering work accurately, on time, and to an agreed standard.
• Comply with health and safety requirements and support the maintenance of a safe working environment.
• Demonstrate a positive commitment to equality, diversity, and inclusion in all aspects of their work and interactions.

The duties/responsibilities listed above describe the post and are not intended to be exhaustive. The Job Holder is expected to accept reasonable alterations and additional tasks of a similar level that may be necessary.

Essential Skills:

• Excellent administrative and organisational skills
• Keen attention to detail and ability to work accurately
• Self-motivated and able to work with minimal supervision
• Ability to work under pressure and prioritise tasks, working to strict and conflicting deadlines
• Excellent interpersonal skills, including tact, discretion and experience of liaising with representatives from external agencies
• Good written and verbal communication skills
• Ability to build strong working relationships with stakeholders
• Able to use Microsoft Office tools.
• Experience writing and preparing minutes and papers.

Desirable Skills:

• Experience working for a Chief Executive or in a Private Office.
• Experience working for a secretariat and knowledge of governance structures.
• Experience of working in a government or public service department in a corporate governance setting.

Behaviours We will assess you against these behaviours and strengths during the selection process:

• Delivering at Pace – Lead behaviour
• Working together
• Making effective decisions
• Managing a quality Service