Secretariat Officer

Sheffield, Yorkshire
A for Appointments

Secretariat Officer £30-40k Permanent HYBRID

A fantastic opportunity has arisen for a Secretariat Officer to join a professional service company based in Sheffield. Reporting to the head of the Secretariat you will provide support services to the Scheme Secretaries. The Secretariat Officer will take a full and active role in providing a full range of secretariat support services ensuring effective governance and compliance are in place for the Schemes, ensuring that meetings are managed professionally, and planning and ensuring the effective implementation of decisions and responsibilities to secure a positive outcome for members.

Support and governance:o Provide support on the timely management of the Schemes’ formal documents. o Provide support to the Head of Secretariat in managing Pensioner Representative Trustee elections and the appointment of Appointed Trustees, including drafting correspondence, logistics, co-ordinating communications and liaising with candidates, the administrator and other third-party advisers and the induction process for new Trustees.o Assist the Head of the Secretariat in providing support to existing and new Trustees in meeting their Trustee Knowledge and understanding requirements.o Monitor and update internal Secretariat procedures and maintain Trustee records such as training records, Trustee Gifts and Hospitality, Conflicts of Interest registers and ensuring Companies House records are kept up to date.

Meeting management:o Provide support to the Head of Secretariat in all matters relating to Trustee meetings including, organising, and coordinating the meetings, collating papers from across the business, recording minutes of some meetings and keeping control of all actions arising.o Manage and coordinate the annual meeting plan.o Managing arrangements for meetings, including logistics, venue, travel, accommodation, and dinner reservations.o Managing the web-based platform used for Trustee meetings and document storage.

Policy:o Assist the Head of Secretariat in the setting and monitoring of policy including conflicts of interest, press or other external interest policy and confidentiality policy.o Assist the Head of Secretariat in responding to enquiries on matters of Scheme Policy.

Compliance:o Complete regulatory and legislative documentation which is managed within the Secretariat Team.o Assist with the production of the annual Report and Accounts for each Scheme, providing support as required to the Head of Secretariat.

Member communications and discretions:o Support the Head of Secretariat in the management of Scheme communication where appropriate, including liaising with the Scheme’s communication advisers and overseeing the printing and distribution. o Managing arrangements of regional member meetings including logistics, venue, and hospitality for members and any other ad-hoc meetings with members.

The ideal candidate: o Ability to work effectively and deliver to agreed key milestones on projects. o Experience taking minutes (essential).o Strong attention to detail, organisational and multi-tasking skills.o Strong written skills, including the ability to produce succinct minutes.o Flexible with the ability to work effectively under pressure and manage conflicting priorities.o Commercial acumen someone who understands the business opportunities and challenges.o Excellent organisation and people management skills

What they are offering: o Salary £30-40k depending on experience.o Flexible working- Hybrid working 40% working from home.o Flexible start times.o Holidays 30 days plus bank holiday. o Excellent pension scheme offered (8% contribution).o City centre links to transport links. o Private medical schemes. o Excellent career development opportunities.

At A for Appointments, we are committed to equal opportunities for everyone. We embrace diversity and believe that a balanced, inclusive workforce is crucial to our business. We do not tolerate discrimination, harassment or bullying towards any candidates or employees. We are proud to be an equal opportunities employer.

Due to the high volume of applications we receive, it is not always possible to respond to unsuccessful applicants. Therefore, if we have not responded to your application within five days, please assume that on this occasion your application has not been successful.