Job Description: Administrative Support to the Office of the Company Secretary

To provide comprehensive administrative support to the Office of the Company Secretary team as directed by the Company Secretary, including taking minutes, arranging meetings, and drafting reports. To prioritize incoming business to meet service demands and to work on one's own initiative to support the team.

Key Responsibilities

• Provide a full administrative support service to the office of the Company Secretary including inputting of data, departmental reports, and presentations to meet designated deadlines.
• Set up and maintain databases and spreadsheets as appropriate.
• Arrange meetings as requested by the Company Secretary Team.
• Order stock and stationery and liaise with external organizations regarding costings.
• Support the organizing of meetings of the Trust Board, Assurance committees, and other groups as required.
• Undertake general office duties including photocopying and filing.
• Act on one's own initiative to contribute to the effective running of the service and review and update administrative procedures and systems.
• Liaise with departmental administrative staff where necessary to ensure the Office is coordinated in undertaking working practices.
• Take and transcribe minutes for meetings and deal with follow-up actions as required.
• Prepare relevant statistical information for meetings and feedback as required.
• Ensure deadlines for information are met and liaise with managers accordingly.
• Communicate information for the team which may be sensitive or complex.
• Ensure that up-to-date written and electronic records are maintained in accordance with professional and Trust standards.
• Support the Company Secretary in meeting the requirements of the Code of Governance for NHS Trusts.
• Contribute to the maintenance of and raising awareness of the Company Secretary intranet site.