Governance and Business Administrator
Closing date: Monday 11 November 2024
Salary: Staff Grade 3 £26,652
Contract type: Permanent
Working hours: Full time
Location: Taunton, Somerset
Opportunity for hybrid working
The Trust requires a talented Administrator to join the busy People, Culture & Resources Team. This is a key post within the Trust communicating with key stakeholders and Teams. This is a fantastic opportunity for career development, joining a team of passionate people committed to working together to achieve more for nature in the beautiful county of Somerset.
Role Overview
The role will provide effective governance by organizing and facilitating Trust Council and committee meetings. Responsibilities will include scheduling meetings, preparing agendas, and taking minutes for board and committee meetings. The Senior Governance and Business Administrator will maintain records, advise on governance procedures, and liaise with stakeholders.
As a Business Administrator within the PCR Team, the role will provide office support, answer telephone calls, emails, handle correspondence, and maintain records. The role will develop and maintain relationships with Trustees, external contacts, and other stakeholders. Additionally, the role will implement techniques and processes to enhance productivity and efficiency.
Responsibilities
Responsibility 1: Lead on providing expertise on a comprehensive governance service.
* Act as secretary to the Trust Council, subcommittees, and Sales Board.
* Provide logistical and administrative support to the CEO, Directors, Chair, and Trustees.
* Support the chair in setting dates for council meetings, producing Council agendas in liaison with the CEO, Chair & Committee Chairs, and ensuring accurate minutes are taken, approved, and circulated in a timely manner.
* Work autonomously to maintain the governance archive for Council and oversee the full governance archive on SharePoint.
* Maintain live files and records at Companies House.
* Act as secretary to the Nominations Committee, including maintaining the register of trustee and honorary officer terms of office and managing the process of nominating, recruiting, and inducting Trustees.
* Assist with the production of high-quality papers and presentation materials and develop solutions to complex issues.
* Fix dates, orchestrate agendas, papers, and minutes for Council meetings and carry out chasing actions as required using excellent communication and negotiation skills.
* Organize and facilitate Trustee inductions.
* Regularly review governance documents, policies, processes, and terms of reference, keeping abreast of developments in governance legislation & best practices.
* Maintain and update the SWT Governance Handbook and ensure legal compliance.
Responsibility 2: Provide comprehensive administrative and clerical support to the People, Culture, and Resources Team to support the smooth running of the office.
* Oversee the PCR team administrative support functions.
* Handle communications: greet clients, answer incoming calls, reply to emails, and deal with both incoming and outgoing post.
* Organize schedules: schedule meetings, appointments, and events, and organize any necessary materials for them.
* Maintain office equipment: operate and maintain equipment such as photocopiers and franking machines.
* Support staff: provide administrative support to colleagues with occasional administrative work on PCR projects.
* Keep track of inventory and order office supplies such as first aid equipment, coffee, tea, and other items.
* Use spreadsheets for budget evidencing and monitoring purposes (credit card transactions & Amazon purchasing).
Responsibility 3: Utilize a strong commitment to customer service to provide first-class customer service for the organization and its stakeholders, ensuring that every customer is completely satisfied with their experience.
* Ensure that all telephone, face-to-face, and written inquiries are responded to promptly and dealt with efficiently.
* Answer customer queries and respond to questions from incoming correspondence.
* Resolve complaints by liaising with relevant teams to ensure customer satisfaction and maintain regular contact with both internal colleagues and external stakeholders.
* Keep accurate records of customer interactions, including a complaints log.
* Provide information to stakeholders to answer questions and queries.
* Escalate complex issues to Heads or Team managers when necessary.
Benefits of working for the Somerset Wildlife Trust include:
* Life insurance
* Flexible and agile working
* Wellbeing support – Employee Assistance Program
* Diversity networks through RSWT/TWT
* Continuous Professional Development opportunities
* 33 days of holiday (25 + bank holidays)
* Staff social calendar and events
The opportunity to make a real and positive difference to nature, communities, and the climate.
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