Board Administrator

Job description

Job responsibilities

Planning & Organising

1. Organise and manage documentation for Board and sub-Committee meetings and events, including preparation of agendas and minutes of meetings, tracking actions and timeframes as appropriate.
2. Ensure the Board members team have been briefed and have the required documentation for all meetings/events, issued via our software platform.
3. Organise and produce reports, papers, presentations and other similar documentation in accordance with organisational timeframes.
4. Organise and plan meetings and events as directed, including sending invitations, booking venues, making travel arrangements, arranging speakers and providing relevant papers and Provide high quality support to ensure they are managed and delivered effectively.
5. Support the management of activities, gathering information, updating documentation and undertaking enquiries as necessary for the activities
6. Act as administrator of board management software platform.
7. Proactively arrange all business travel and overnight accommodation for Board members, obtaining the highest quality for the most cost-effective price.
8. Complete expense claims.
9. Travel to the location of meetings across England where meetings are face-to-face. Travel requirement is expected to be 2-3 days month.
10. Provide administrative support to the Finance and Performance Director and Head of Policy, Strategy and Engagement.
11. Deputise for Business Manager to CEO & Chair on occasion.

Service Improvement

1. Assist with the setting up and management of effective business processes to facilitate the smooth running of the board.
2. Develop and implement robust work processes and systems to ensure timely delivery against deadlines.
3. Work closely with other team members to improve current practices and processes to achieve best possible outcomes.
4. Support the team on the timely capture of lessons
5. Maintain effective electronic filing systems to organise, store, and maintain the Board and sub-committees suite of documents and ensure papers are filed correctly to records management guidelines.
6. Work with all team members in the collection of information for performance reporting on relevant team projects.
7. Develop and maintain databases as required by the
8. Contribute to effective information management within the
9. Flexible approach to work in line with the needs of the

Analysis & Judgement

1. Act as a contact point for teams, dealing with and responding effectively to complex
2. queries from stakeholders and passing on relevant information to appropriate team members sensitively and autonomously.
3. Handle routine and sensitive correspondence and draft routine and sensitive responses and ensure that all correspondence is typed accurately and in a timely manner, always ensuring the appropriate degree of confidentially and discretion is adopted at all times.
4. Undertake reporting and analysis of information to support delivery, including running and collating reports to the board and senior management as required.
5. Use initiative to a significant level and demonstrate attention to detail in all aspects of work, managing competing demands and priorities.
6. Understand, highlight and document activities risks, issues and actions, ensuring early identification and proactive mitigation where possible, and ensuring concerns are escalated promptly.

Communication

1. Ensure appropriate and timely responses to all relevant
2. Field telephone calls and take messages, sometimes sensitive and confidential, ensuring that messages are relayed accurately and promptly and, if possible, resolve simple queries.
3. Draft routine responses and ensure that all correspondence is accurate and delivered in a timely manner.
4. Act as a key member of the team to support effective communication and stakeholder management both internally and externally.
5. Operate in a highly political and sensitive
6. Communicate information and issues, including briefings and reports to managers and project leads as appropriate.

Financial Management

1. Support budgeting, forecasting and tracking spend of activities; ensuring that appropriate justification exists, and that authorisation has been granted for all expenditure. Supporting the development of business cases for resourcing and project expenditure.
2. Continually strive to deliver business and function outcomes, ensuring value for money and greater efficiency.
3. Contribute to the financial delivery of the service, ensuring it is cost effective and delivered on time.
4. Supply relevant information required for effective financial management. Support the Head of Department and teams by raising purchase orders and checking invoices for payment.

People Management

1. Support training and induction of new and existing

Research & Development

1. Undertake surveys or audits as
2. Carry out web based and publications research as
3. Actively support and contribute to the development of key performance indicators for the successful assessment of performance.
4. Enable processes for sharing learning and

Policy & Service Development

1. Propose changes to own area of work, informing policy and making recommendations for more effective delivery.
2. Contribute to the review and development of existing project information management systems.
3. Demonstrate HSSIBs competencies relevant to the role level and be a role model for its values.
4. Uphold organisational policies and principles on the promotion of equality.

Person Specification

Experience

Essential

• Experience of working with boards/committees

Skills

Essential

• Minute taking experience/qualifications

Experience

Essential

• Experience of providing PA services to a senior figure, without guidance or supervision
• Experience of understanding Board level governance and procedures in relation to meetings, correspondence and decision making

Employer details

Employer name

Health Services Safety Investigations Body (HSSIB)

Address

Home Based

Poole

BH16 6FA

Employer's website

https://www.hsib.org.uk/ (Opens in a new tab)