Executive Clerk in Bicester

Department: CEO Office

Location: Motorsport UK, Bicester Motion

Hours of Work: Full Time (37.5 hours per week). Core hours are 09:00 until 17:30, Mon – Fri. 4 days on site, 1 remote.

Line Manager: Executive Assistant

Salary: £28,000 - £30,000

Join Our Team as a Executive Clerk at Motorsport UK! The Executive Clerk will provide administrative support to the central sporting governance administration within the CEO Office Department. This role’s responsibility is principally to provide high-level secretariat support and effective planning and administration linked to committee and council meetings.

Primary Objectives

• To facilitate all committee meetings taking place with suitable logistics, agendas, minute taking and other supporting documents being prepared and circulated in a timely manner in keeping with the established SLAs.

Additional Responsibilities

• Take clear, accurate and professional minutes for committee meetings including preparing, collating, and distributing accurate and timely meeting papers.
• Take ownership of the documentation linked to all committees and major meetings and maintain accurate records, including forward planning and preparation for future meetings.
• Act as a key point of contact for our committee members, many of whom are volunteers.
• Maintaining an action log of matters arising from all committees and major meetings, and ensure a timely follow-up of actions.
• Supporting committee member travel arrangements and expenses, ensuring the proposed annual budgets are maintained.
• To support the administration process linked to the annual appointment of all committee members.
• Work with key stakeholders to maintain a robust annual company calendar for major meetings and events.
• Review and refine processes to simplify ways of working whilst maintaining robust, transparent governance.
• Remain flexible to undertake similar duties as required in order to meet business needs.

Core Competencies

Below are the core competencies, knowledge, and skills required to be successful in this role:

Essential:

• Proven experience of taking minutes, demonstrating a relevant administrative, or support role, ideally within a compliance-driven environment (such as governance, professional membership body, education or similar).
• A track record of supporting committees, minute-taking, meeting coordination, and managing confidential information.
• Outstanding organisational skills, an eye for detail, and the ability to manage multiple tasks effectively under pressure and to tight deadlines.
• Experience of working collaboratively with others.
• Strong interpersonal skills and self-awareness, with the confidence to build constructive relationships with diverse stakeholders.
• Excellent written and verbal communication skills, with the ability to tailor your style and approach to different audiences and messages, including clear, accurate minute writing.
• A history of implementing excellent communication and high-level customer service skills, both verbal and written.
• The ability to demonstrate experience of problem solving and logical thinking.
• The ability to commute to our office. This is primarily an office-based role based at in Bicester (there is the flexibility to work 1 day from home with the other 4 days in the office).
• Advanced skills in Microsoft Office (Word, PowerPoint, Excel, Outlook) and conversant with a wide range of project tools including Adobe products, SharePoint, OneDrive Google Drive, Dropbox.
• Eligibility to work within the UK.

Desirable:

• Previous experience of working in sport or motorsport would be beneficial for understanding the subject matter.

Benefits

• Competitive salary
• 25 days of Annual Leave + Bank Holidays
• 5% pension contribution from Motorsport UK
• Private Medical Healthcare Cover
• Financial, Physical and Mental wellbeing support
• 4 x Annual Salary Life Assurance
• Breakdown cover
• Free on site parking
• Access to a host of other member / staff benefits

To apply for this vacancy, please forward a copy of your CV and Cover Letter to jointheteam@motorsportuk.org