Secretariat Team Member x 2

Salary: £27,003-£30,688 | Closing date: 3 July 2022 | Location: Flexible

Contract type: Permanent

Work pattern: Full time, 37 hours a week

Post number: 202306, 203256

As an organisation we support flexible working. This role allows hybrid working (a mix of home and office working) and a working pattern suitable for you can be discussed on appointment if you are successful.

You will be contracted to the nearest NRW office to your home, of which you will be required to attend for regular meetings, training and for one-to-one meetings with your manager. These will be planned in advance.

Job Description

To provide support for the Board Members and their work.  As a key part to the Board Secretariat team you will provide the highest level of professional, efficient, administrative and secretarial support to the Board, its sub-committees, Board Members and Executive Team to enable them to perform their duties in a timely and effective manner.

Responsibilities

Your responsibilities include:

  • Provide support for the Board, its sub-committees, and Board Members to enable them to perform their duties in a timely and effective manner.
  • Determining the location, appropriateness of facilities and possible arrangements for Board, sub-committee and ET meetings. This will involve negotiating with hotels, meeting venues and restaurants to ensure value for money is achieved.
  • Liaising with the Board and sub-committee Chairs arranging meetings including venue, timings, refreshments logistics and attendance records.
  • Preparation of draft papers for Board, sub-committee, and ET meetings
  • Setting draft agendas for Board, sub-committee and ET meetings
  • Taking accurate minutes for Board, sub-committee and ET meetings and other task and finish groups set up by the Board.
  • Creating summary papers, progress reports and conflicts of interest registers by gathering, interpreting and analysing information from a range of sources.
  • Analysing and assessing board and sub-committee papers to ensure that they are appropriate and consistent in terms of message and format.
  • Acting as a critical friend for NRW staff who prepare presentations for delivery at Board or sub-committee meetings
  • Working across NRW to develop forward looks for Board, sub-committees and ET meetings – liaising with committee Chairs and Board members and NRW experts.
  • Managing priorities and work flows in a highly organised manner to deliver Board, sub-committee and ET meetings in a timely and effective manner.
  • Managing the work flows and priorities of the Secretariat team member to optimise their support to the team and Board Members.
  • Providing expert help and assistance to Board and ET members on the Diligent system.
  • Provide interpretation and analysis of non-routine data, ensuring political implications are considered where appropriate to assist in decision making.
  • Ensure the Board Members have sufficient briefings/papers well in advance of meetings and commission these from other areas of the organisation as necessary, directing managers regarding timely submission and scrutinising returns to ensure consistence and quality standards are met.
  • Develop good working relationships internally and externally with all key stakeholders including politicians and senior executives from partner organisations.
  • Ensure effective governance.
  • Assist with other board related duties as required
  • Incident Response requirements: Required to take part in incident response activities

Qualifications, experience and knowledge

Knowledge and experience of the following:

  1. GCSE (or equivalent) education in Maths and English (or equivalent experience).
  2. Good understanding of work of the Executive Team and the Board of a large, complex organisation.
  3. Knowledge of current local and national issues relating to NRW insofar as they impact on the post and the Board/ET.
  4. Broad knowledge of NRW and its functions and how the organisation operates.
  5. Experience in all Microsoft office applications i.e. Word, Excel, PowerPoint, Outlook and Access.
  6. Significant experience of working in an administration role supporting senior level managers and stakeholders, including experience of dealing with highly sensitive matters.
  7. Experience of working with Executive and non-executive directors of a large, complex organisation or equivalent.
  8. Excellent organisational skills with the ability to plan, organise and prioritise work effectively.
  9. Excellent interpersonal and verbal communication skills with the ability to communicate professionally at all levels, to build strong stakeholder relationships with senior executives, politicians and others.
  10. Excellent accurate written skills i.e. drafting letters and reports.

Welsh language requirements: Essential Level 1 – Able to pronounce Welsh and use basic phrases

Please note if you do not meet the level 1 requirement i.e., ability to understand basic phrases and ability to pronounce Welsh names correctly, then NRW offers a variety of learning options and staff support to help you meet these minimal requirements during the course of your employment with us.

Competencies

Please note - Applications to this role will be assessed based on the following competencies, both at shortlisting and interview. Please give examples of how you demonstrate these competencies when completing your application form.

Evaluation of Information

  • Create a range of business documents which may entail gathering information from a range of sources and require an ability to interpret and analyse information.  Some original thinking may be necessary for some aspects of the role.
  • Contract management requiring the post holder to be able to fully understand and digest contractual requirements.
  • Excellent knowledge of business processes and the ability to collate information.

Decision Making and Autonomy Requirements

  • Work will generally be guided by expected results, but the post holder may be able to decide how best to achieve these, within defined parameters.
  • Guidance may be provided by others but there will likely to a need for some degree of judgment or creativity to be applied.
  • Directly resolve problems and make decisions on how to deal with them.  The range of solutions may be varied, requiring some degree of investigation and analysis before coming to a conclusion, although typically there will be a limited range of options.
  • Adaptable and flexible, able to manage workflow and demonstrate a high degree of self-organisation.

Communication and Relationships with Others

  • Communication across a range of functions within NRW, as well as with external parties.
  • Relationships are likely to be of an on-going nature and may involve a degree of influencing. Communication will typically involve some level of advice and guidance to others.

Responsibility for Resources

  • Responsible for the safe operation of equipment and data that they use in order to fulfil the requirements of their role.
  • Unlikely to be a budget holder but may be involved in the processing or checking of financial information.

Benefits of working for us

This role will offer a range of benefits, including:

  • agile and flexible working (role dependent) 
  • Civil Service Pension Scheme offering employer contributions of 26.6% to 30.3%
  • 28 days annual leave, rising to 33 days
  • generous leave entitlements for all your life needs
  • health and wellbeing benefits and support
  • weekly well-being hour to use at your choice

See full details for all the employee benefits you will receive.

How to apply

Application form 

Guidance on completing a job application form

Send completed applications forms to Applications@naturalresourceswales.gov.uk

Application closing date: 3 July 2022

Interviews will take place on 15th July 2022 through Microsoft Teams.

If you have any queries about the role, please contact Natalie Williams at Natalie.a.williams@CyfoethNaturiolCymru.gov.uk or 03000 6504156

 

Natural Resources Wales embraces diversity and promotes equal opportunity. We recruit by merit on the basis of fair and open competition.

We welcome and encourage applications from groups currently underrepresented, including women, black and ethnic minority groups and people with a disability. We have a guaranteed interview scheme for candidates with disabilities who meet the minimum selection criteria.

We put the principles of human rights, equality, fairness, dignity and respect at the heart of our values.

Last updated