Meeting Secretary

Job description

Overview

Internally called Industry Groups Manager

12-month Fixed Term Contract

We are looking for an organised Meetings Secretary to provide secretariat management for a variety of committees and their subgroups and to capture and summarise key industry meetings and. The successful applicant will initiate, plan, implement and improve meeting and committee arrangements and providing support to RSSB members, customers and governance groups.

Responsibilities

• Act as the first point of contact for the Committees and sub-groups you are responsible for and coordinating arrangements and communications in relation to those groups (virtual and face to face).
• Build strong working relationships with internal and external stakeholders to ensure their committee work is best supported.
• Organise meetings including but not limited to: planning meeting dates up to two years in advance, booking meeting rooms, sending invites to members/guests and organising catering.
• Draft agendas with both the Chair and Technical Experts; collating documents due to be considered at each Committee or sub-group meeting, to ensure that the Committees' purpose can be fulfilled and discussions are well-informed.
• Draft accurate minutes of each meeting in a timely manner; recording attendance, discussions, decisions and actions.
• Communicate with a wider network of stakeholders providing updates and answering their queries.
• Plan, arrange and maintain records of Committee work, to meet RSSB's objectives for Committee processes.
• Plan, draft and submit annual reports.
• Actively resolve outstanding actions relating to Committee business in between meetings.
• Responsibility for accurate records of committee membership and elections and alternate representation.
• Meet key performance indicators for issuing meeting packs, issuing draft minutes and quality targets for minutes.
• Travel may occasionally be required in Great Britain or Europe as well as attendance in the office for in-person meetings within the portfolio.

Qualifications

• Typing speed of at least 40 wpm.
• A high level of reading, writing and comprehension of standard English.
• Proven ability to manage a varied workload and be able to prioritise.
• Ability to build working relationships with multiple and senior stakeholders within and beyond RSSB.
• Effective customer service skills with previous experience of supporting customers in a timely, consistent and reliable manner.
• A commitment to RSSB's values and customer service.

Desirable

• Previous experience of supporting and organising committees/groups.
• Minute taking experience.

Competencies

• Communicate effectively and share thoughts and ideas through methods appropriate to the audience.
• Adapt and respond effectively when embracing new opportunities, change and in navigating uncertainty.
• Actively contribute as part of a team and work towards achieving team goals and outcomes.
• Take responsibility and demonstrate accountability in completing tasks and achieving objectives, actively seeking to resolve problems and identify opportunities.
• Committed to customer service and placing customer satisfaction at the heart of our success to ensure we deliver against our shared goals.
• Build effective professional relationships with stakeholders, understanding their unique goals and motivations, gaining credibility and effectively influencing to achieve desired outcomes.

We are committed to investing in our staff and offer formal and informal learning opportunities for development.

We value diversity and equal opportunities in employment and are committed to creating a workplace which is inclusive to everyone. As a member of the Disability Confident Scheme, we encourage candidates with disabilities who meet the minimum criteria, to apply for our jobs. If you have applied under the Disability Confident Scheme, please let us know in advance by emailing [email protected] Find out more about Diversity and Inclusion at RSSB: Rail Safety and Standards Board Careers - VERCIDA

If you require any reasonable adjustments with respect to our selection process including information in an alternative format, please contact us at [email protected]

We understand the importance of work-life balance and we offer our staff the flexibility to work within our core hours and the option to vary their location between both the office and home. If you are looking for further flexibility, speak to us at interview stage so that we can consider your request.

We value our staff and we offer a competitive benefits package to ensure our staff can achieve their best throughout their journey with us. This includes 30 days annual leave (plus bank holidays); a holiday buy and sell scheme; private medical and dental cover; a season ticket loan and travel subsidy; access to a cycle to work scheme; volunteer leave; a performance related bonus and pension.