87 Governance and Secretariat Officer

Hours: Full time (37 Hours a week)

Purposeof the role

The Governance and Secretariat Officer will contribute to a diverse range of activities working alongside and reporting to the Governance and Secretariat Manager. This is a permanent role joining a Secretariat team and providingadministrativesupport to the Executive and IMA Chair.

The post-holder will play a key role in enabling the smooth running of the organisational strategy of the IMA and willbe responsible forsupporting:

• Collaborating & communicating with a wide range of stakeholders

• Effective support inday-to-dayactivitiesof the Chief Executive and Executive Team

• Efficient operation of the Board Secretariat

• Efficient execution of administrative tasks tomaintainawell-runSecretariat function.

The post-holder will pay attention to detail and be able to work quickly and accurately. The post-holder will be providing support to leadership in the Corporate and Governance Directorate and on corporate and governance issues to employees and teams across the IMA.

Please note that the current HQ is based at the Civic Centre in IMA is currentlyoperatingan informal and non-contractual hybrid working arrangement with a regular requirement to attend the office in you would like to discussthis further pleaseget in touch withthe job contact

What will you be doing

The successful candidate willbe requiredto:

• SupporttheBoard Secretariat process ensuring agendas and papers are issued on time and minutes circulatedin a timely manner.

• To act as Secretariat whererequiredand attend other meetings as a minute or note taker preparing and issuing agendareportsand minutes and to undertake any follow-up actions delegatedas a result ofthe meeting.

• Schedule diary engagementand Board activity& commitments with associated travel / accommodation on behalf of the Chief ExecutiveandBoard members working proactively to resolve scheduling conflicts and prioritising issues.

• Receive and respond toemail enquiries from both internal and external to the organisationfor the Chief Executive.

• Support the preparationandcoordination of briefings drafting contentwhereappropriateunderdirection to support theChief Executivein developing andmaintainingeffective relationships.
• To support the senior managers in delivering and upskilling the team with new ways of working including use ofdigitalboard support software and adoptingnew technologieswhereappropriate.

Generic responsibilities

The post-holder will be expected to:

• Carry out their duties in line with IMA policies procedures and relevant guidance.

• Handle information withappropriate care discretion and professionalism particularly where material is sensitive or confidential.

• Contribute to the effective and orderly running of the Secretariat by delivering work accurately on time and to an agreed standard.

• Comply withhealth and safety requirements and support the maintenance of a safe working environment.

• Demonstrate a positive commitment to equality diversity and inclusion in all aspects of their work and interactions.

The duties/responsibilities listed above describe the post and are not intended to be exhaustive. The Job Holder is expected to accept reasonable alterations andadditionaltasks of a similar level that may be necessary.

Essential Skills

• Excellent administrative and organisational skills

• Keen attention to detailand ability to work accurately

• Self-motivated and able to work with minimal supervision

• Ability to work under pressure and prioritise tasks working to strict and conflicting deadlines

• Excellent interpersonal skills including tactdiscretionand experience of liaising with representatives from external agencies

• Good written and verbal communication skills

• Ability to buildstrong working relationships with stakeholders

• Able to use Microsoft Office tools.

• Experience writing and preparing minutes and papers.

Desirable Skills

• Experience workingfor a Chief Executive or in a Private Office.

• Experience working for a secretariat and knowledge of governance structures.

• Experience of working in a government or public servicedepartment in acorporate governancesetting.

Behaviours

We willassess you against thesebehavioursand strengthsduring the selection process:

• Delivering at Pace Leadbehaviour

• Working together

• Makingeffective decisions

• Managing a quality Service

Oriau:Llawnamser (37awrywythnos)

Diben y swydd

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• Cydweithioachyfathrebuagamrywiaetheangoranddeiliaid

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acarfaterioncorfforaetholallywodraethuiweithwyracidimauardraws yr IMA.

Beth fyddwch chin ei wneud

Bydd gofyn ir ymgeisydd llwyddiannus wneud y canlynol:

• CefnogiprosesYsgrifenyddiaethyBwrddgansicrhaubodagendâuaphapurauncaeleucyhoeddinbrydlonabodcofnodionyncaeleudosbarthunbrydlon.

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• Cefnogir uwch reolwyr i gyflawni ac uwchsgilior tîm gyda ffyrdd newydd o weithio gan gynnwys defnyddio meddalwedd digidol i gefnogir bwrdd a mabwysiadu technolegau newydd lle bo hynnyn briodol.

Cyfrifoldebau cyffredinol

Bydddisgwyliddeiliadyswyddwneudycanlynol:

• Cyflawnieiddyletswyddauynunolâpholisïaugweithdrefnauachanllawiauperthnasolyr IMA.

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• CyfrannuatredegyrYsgrifenyddiaethyneffeithiolacyndrefnusdrwygyflawnigwaithyngywirynbrydlon acisafonycytunwydarni.

• Cydymffurfioâgofynioniechyd adiogelwchahelpuigynnalamgylcheddgwaithdiogel.

• Dangosymrwymiadcadarnhaoligydraddoldebamrywiaethachynhwysiantymmhobagweddareiwaithaiweithgarwchrhyngweithio.

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SgiliauHanfodol

• Sgiliaugweinydduathrefnuardderchog

• Sylwtrylwyrifanylionargalluiweithiongywir

• Ynllawnhunangymhelliantacyngallugweithiohebfawrddimgoruchwyliaeth

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• Sgiliaucyfathrebudaarlafaracarbapur

• Gallucreuperthnasoeddgwaithcryfgydarhanddeiliaid

• Galludefnyddiooffer Microsoft Office.

• Profiadoysgrifennuapharatoicofnodionaphapurau.

Sgiliau dymunol

• ProfiadoweithioiBrifWeithredwrneumewnSwyddfaBreifat.

• Profiadoweithioiysgrifenyddiaethagwybodaethamstrwythuraullywodraethiant.
• Profiadoweithiomewnadranllywodraethneuwasanaethcyhoeddusmewnlleoliadllywodraethucorfforaethol.

Ymddygiadau

Byddwn yn eich asesu yn erbyn yr ymddygiadau ar cryfderau canlynol yn ystod y broses ddethol:

• CyflawninChwimPrifYmddygiad
• Cydweithio
• GwneudPenderfyniadauEffeithiol
• Rheoligwasanaethosafon