Board Executive Assistant. Rivermead Gate, Chelmsford. Full time, but variable hours. The Assistant Secretary. No direct line of responsibility

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1 Office of the Secretary & Clerk Job Description Job Title: Board Executive Assistant Grade: Scale 5 Scale 6 (if qualified) Workbase: Hours of Work: Responsible to: Responsible for: Liaison with: Purpose of job: Rivermead Gate, Chelmsford Full time, but variable hours The Assistant Secretary No direct line of responsibility University Governors University Directorate This position is the key support role within the Office of the Secretary & Clerk to the Board. The post holder will, under the guidance of the Secretary, ensure the effective operation of the Board of Governors and its committees in accordance with the Instrument & Articles of Government. Main Duties and Responsibilities: 1. To propose a calendar and rolling business programmes for meetings for the Board and its committees having regard for the planning and reporting cycle of the University. 2. To summon all meetings of the Board and its committees; to prepare agendas for all such meetings and co-ordinate the preparation and timely circulation of documents. To actively liaise between governors and members of the Directorate. 3. To attend all meetings of the Board and its committees and be responsible for the preparation and distribution of draft minutes of the proceedings in accordance with agreed timescales. 4. To identify, monitor and where possible follow up actions relating to Board and its committees. 5. To be responsible for the safe custody of the official record of the Board s business and to maintain a record of outstanding business. 6. To maintain a register of the financial and personal interests of governors. 7. To manage arrangements for meetings of the University s Health and Safety Committee.

2 8. To manage the University s Student Complaints Procedures and liasion with the Office of the Independent Adjudicator. 9. To advise the Secretary & Clerk on best practice in corporate governance. 10. To manage arrangements for appeals to the Board and Fitness to Practice hearings. 11. To manage arrangements for Rules and Regulations determined by the Board and to advise on the implementation of such. 12. To give administrative support and to act as a primary point of contact for the Chair of the Board and Chairs of Committees and to individual governors. 13. To act as correspondent for members of the Board and ensure that governors are provided with timely and adequate information regarding matters and events which might be of interest to them. 14. To maintain an attendance record of governors, and advise where any governor s continued membership may need to be considered as a result of non-attendance or where any governor or prospective governor is or may be disqualified for some other reason. 15. To be responsible for administering the scheme for governors expenses. 16. To facilitate and participate in induction and training programmes for governors. 17. To prepare reports for the Board and its committees as required. 18. To liaise with internal university services to arrange the necessary facilities to support the meetings (catering, facilities, parking etc). 19. To advise on protocol matters. 20. To organise ceremonial visits, dinners and other events sponsored by the Board of Governors. 21. To arrange elections and to act as returning officer for Students Union elections. 22. To deputise for the Legal Assistant in his/her absence. 23. To undertake any other duties to support the effective operations of the Board, its committees and the Office of the Secretary & Clerk. This is a description of the job as it is presently constituted. It is normal University practice to review periodically job descriptions to ensure that they are relevant to the job currently being performed, and to incorporate any changes which have occurred or are being proposed. The review process if carried out jointly by manager and employee and you are therefore expected to participate fully in such discussions. In all cases, it is the University s aim to reach agreement to reasonable changes, but where it is not possible to reach agreement the University reserves the right to make reasonable changes to your job description which are commensurate with your grade after consultation with you. June 2005

3 Office of the Secretary & Clerk Board Executive Assistant Person Specification ESSENTIAL DESIRABLE EDUCATIONAL QUALIFICATIONS Degree/HND/HNC or significant comparable experience at senior level following a good standard of general education ICSA qualified or part qualified EXPERIENCE Minimum of 2 years in a similar role in the public or private sector SKILLS Good IT skills High level of drafting skills High level of minuting skills High level interpersonal skills Ability to manage disparate project teams to achieve high quality outcomes An understanding of the Law relating to meetings An understanding of Public Law and the law relating to Higher Education An understanding of Health & Safety Law An understanding of DPA matters Good organisational skills Ability to prioritise and multi-task Close attention to detail Ability to manage own workload and work without supervision Be able to meet agreed deadlines Ability to understand, interpret and apply IT processes PERSONAL QUALITIES/DISPOSITION Good negotiating skills

4 Good customer care Possess an interest in IT and its capabilities and uses Able to work in a pressured environment Understanding of the confidential nature of the work and sensitivity to conflicts of interest OTHER Work as part of a team Ability to work on own initiative Willing to undertake staff development Work within core hours Willing and able to travel between sites

5 Office of the Secretary & Clerk Board Executive Assistant Conditions of Service The terms and conditions of employment are the responsibility of the Board of Governors. These details are for broad information only and must not be taken as a complete or authoritative statement. In no way do they constitute a contract of employment. (a) Salary Scale 5, 25,565 31,661, Scale 6, 30,840-36,959 per annum paid monthly in arrears by credit transfer. Commencing salary will be determined according to qualifications and experience. (b) Hours and Time of Duty The normal hours of work are 37 hours per week (Monday to Friday) at times as agreed with the Head of Department. If the nature of the work so requires, the jobholder may from time to time be required to attend meetings or do other work outside normal hours. Remuneration for overtime is not payable. (c) Holiday The holiday year runs from 1 September to 31 August. In addition to the Statutory Bank Holidays, local discretionary holidays, and days when the University is closed in the interests of efficiency, annual holiday entitlement will be 26 days. If employment commences part way through the holiday year, entitlement will accrue on a pro rata basis for each complete calendar month. Holiday entitlements for part-time staff will be calculated according to the number of days and/or hours worked. (d) Medical Unless otherwise stated, the appointment will be subject to medical clearance. (e) Pension The jobholder will be eligible to join the Local Government Pension Scheme. (f) Probationary Period The first 6 months of the appointment will be a probationary period during which your suitability for the position to which you have been appointed will be assessed. The University reserves the right to extend your probationary period if, in its opinion, circumstances so require.

6 (g) Date of Appointment The position is available immediately once all conditions have been met. (h) Closing date The closing date for this job is 16 December 2005 (12 noon).