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Job Description

Job Title: Assistant Company Secretary and Administration Officer

Department: Finance

Responsible to: Chief Finance Officer

Location: NVAC Nottingham, with travel to other locations

Hours: 37.5hrs per week

Salary: Circa £32,000

Job Purpose

• To support the Chief Executive Officer (CEO) in providing effective administration support in:

o Arrangement of meetings, to include document collation as well as briefings,

o To liaise where required with internal and external stakeholders

o To represent the CEO in meetings where applicable

• To support the development of an organisational culture that puts our Christian Core Values - Caring, Honesty, Respect and Responsibility - at the centre of all we do

Principal Responsibilities

• Work closely with the CEO and Chief Finance Officer (CFO) to craft the agendas of Trustee meetings, using insights gained through attendance at meetings to ensure an aligned and seamless approach across all meetings.

• Ensure the administration and smooth running of the meetings for the Charity and its subsidiaries through the:

o timely collation, production and circulation of papers in advance of each meeting via Diligent Board, ensuring that presentations are prepared and accessible during the meetings;

o effective administration of meetings through appropriate room bookings and set-up/close down of meeting space on the day;

o taking of minutes that accurately reflect the key elements of the discussions held, the decisions taken and any actions arising; and

o liaison with Chair to ensure prompt distribution of minutes to meeting attendees.

• Work with the CFO and Communication’s Lead to facilitate the transparency of Trustee activities, meetings and that the role of trustees is visible and understood within the Charity.

• Develop and maintain a comprehensive action follow up process for meetings, supporting in the resolution and completion of all actions and ensuring updates are provided to meetings as required.

• Work closely with the CFO to support in the delivery of both the company secretarial and finance objectives.

• Support the provision of an efficient and effective Company Secretarial service to the Charity and its subsidiaries.

• Be the first point of contact and first line source of guidance and advice to internal stakeholders on matters of compliance with corporate governance.

• In conjunction with the CEO and CFO, act as the first point of contact for all Trustees ensuring that they have all the support and information needed to fulfil their governance obligations and responsibilities.

• Work with the CEO, CFO and relevant Executive Directors to plan the annual timetable for all meetings, establishing and maintaining a timetable of key events for the Board and, where relevant, subsidiaries during the year, in the form of the Board Plan ensuring this is fully aligned with the Charity’s annual planning cycle.

• In conjunction with the CEO and CFO, act as the first point of contact for all Trustees ensuring that they have all the support and information needed to fulfil their governance obligations and responsibilities

• Support the ambitious growth protectory of the Association by ensuring new companies are brought on board in line with governance requirements

• Respond and prepare correspondence, collate information and write reports for relevant stakeholders

• Liaise with external regulators and advisors such as audit

• Support the recruitment, selection and induction processes for all Board members

Responsibilities of all YMCA staff, casual workers and managers

1 Ambassador for the YMCA

To act as an advocate and ambassador of the YMCA; promoting and exemplifying the YMCA’s core values, mission, vision, and ethos and to positively and proactively protect the YMCA’s reputation.

2 Other duties

To undertake any other duties and responsibilities as may be assigned by your Line Manager or anyone else designated by the Chief Executive Officer, as necessary. To work in a flexible way to ensure that workload is completed and to undertake any other jobs commensurate with the seniority of the post.

3 Discretion to act

To exercise discretion in the performance of the duties of the post, to use best practice and to ensure the effective and efficient use of resources.

Nothing in this Job Description is intended to authorise the post-holder to undertake responsibilities that belong properly to trustees and members of the Executive Management Team unless properly authorised to do so by the Chief Executive Officer directly or through an appropriate manager.

4 Relationships and confidentiality

To establish, maintain and enhance team-working with colleagues and staff of Nottinghamshire YMCA and to keep confidential all information about individuals and the business of Nottinghamshire YMCA. Any breach of confidentiality will be treated seriously and may lead to dismissal.

5 Association ethos

To support the Christian ethos and core values of the Association. The Association is committed to equality of opportunity and expects all staff and casual workers to abide by our Equality and Diversity Policy.

6 Health and Safety

To adhere to the Association’s Health and Safety policies.

Line Management Responsibility:

Lead on managing the onboarding and leaver’s process for all Trustees, including the management of Trustee terms, the identification of any relevant training opportunities and the pro-active development and ownership of the Trustee Resources section on Diligent Board. In addition, ensure that all documentation required for ID monitoring is up to date.

Person Specification

Please ensure that you address all the requirements marked with an “A”

in the final column as we will be looking for this information when Shortlisting.

Job Title: Assistant Company Secretary and Administration Officer

|Area |Criteria |How Assessed* |

|1 Experience |1.1 Experience of working in busy office environment as an Administrator, Personal Assistant | |

| |or working in finance. | |

| |1.2 Experience of managing a very busy workload with a variety of tasks and demanding | |

| |deadlines | |

| |1.3 Experience of providing effective administrative support. | |

| |1.4 Experience of handling confidential and sensitive information appropriately within a data | |

| |protection framework | |

| |1.5 Experience of managing staff | |

| |1.6 Excellent customer service experience – Being the first point of contact for all Trustees,| |

| |proficient communicator and an efficient planner. | |

|2 Skills and Abilities |2.1 Excellent interpersonal skills and well presented with the ability to be professional at | |

| |all times, be articulate, put others at ease, persuade, make introductions and facilitate | |

| |conversations | |

| |2.2 Ability to multi-task, prioritise and delegate using effective organisation and planning | |

| |skills. | |

| |2.3 Excellent written communication skills including the ability to write letters, emails and | |

| |reports where a high level of written English is required | |

| |2.4 Ability to work with minimal supervision, to be proactive, to use initiative and make | |

| |decisions | |

| |2.5 Ability to work to deadlines and be flexible | |

| |2.6 Excellent attention to detail | |

| |2.7 Ability to support the Christian core values of the Association | |

| |2.8 Ability to understand the needs of people from diverse backgrounds | |

| |2.9 Able to travel between sites for meetings/events where required | |

|3 Knowledge/ Training / |3.1 Highly computer literate | |

|Qualifications | | |

| |3.2 Good understanding of office health and safety issues | |

| |3.3 High level understanding of charities, governance frameworks and the relationship with | |

| |Boards of Trustees. | |

*How Assessed – (A) on application form, (I) at interview, (T) during a test,

(D) from documentary evidence e.g. qualifications, driving license etc. (relevant documents will be checked at the interview stage)

Nottinghamshire YMCA is committed to promoting diversity and practicing equality of opportunity

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