Governance Administrator

Organisation:  Association of Anaesthetists

Full Time

Salary: £35,600

Location: London - hybrid

Application Deadline: 06/04/2023

  • Full Time
  • London - hybrid
  • 35,600 GBP / Year
  • Salary: £35,600

Website Assoc_Anaes Association of Anaesthetists

The Association of Anaesthetists is the membership organisation for anaesthetists with over 10,000 members. Our main aims are to advance and improve patient care and safety and to promote and support education and research in the field of anaesthesia. We also represent, protect, support and advance the interests of our members.

Job Purpose
Effective governance is crucial to how the Association works. This role is part of a team of four to help support governance arrangements across the Association and will provide administrative support, contributing to the smooth running of the committee programme and coordinating working parties that produce guidelines.

This role is based at our head office in 21 Portland Place, London. We offer a hybrid working arrangement with a minimum of 2 days in the office per week.

Key Responsibilities:
• Administering the committee meeting programme; arranging meetings, preparing agendas, distributing papers in a timely fashion and accurately minuting meetings.
• Tracking action points after meetings to ensure they are followed up.
• Coordinating working parties that produce guidelines and publications; to include organising the membership of each group, scheduling meetings, supporting the chairs, proof reading and formatting draft publications and coordinating consultations, endorsement and publication processes internally and externally.
• Providing administrative support as required to the Chief Executive Officer, Officers and the Senior Management Team (SMT).
• Working with all staff and Board members to ensure good communications are maintained throughout the Association.
• Reviewing and updating pages of the website related to own areas of work to ensure the information is current and accurate.
• Preparing agendas for the monthly staff meeting and organising speakers.
• Managing the generic mailboxes and responding to enquiries and dealing with requests for information and assistance relating to own areas of work. Also fielding correspondence to appropriate staff and Board members as necessary, coordinating and tracking responses as required.
• Liaising with professional bodies and opposite numbers in a range of other organisations to develop and maintain effective relationships and to establish networking opportunities.
• To organise hotel accommodation and travel as and when required, negotiating best value at all times.

General Responsibilities:
• Maintaining effective contact management systems using Outlook and the Association’s CRM database (MS Dynamics).
• Maintaining accurate records and logs of correspondence to support own areas of work.
• Working on individual projects, reports, events and publications within the Association as requested.
• Providing cover as required for other members of the team.
• Contributing to team meetings and wider organisational priorities.
• Developing and maintaining effective relationships with third parties, Board, staff, and external contacts.
• Maintaining and improving your own competencies through continuous professional development.
• Supporting and promoting the Association’s commitment to diversity and equality of opportunity in the workplace.
• Continually seeking to improve processes and ways of working to support the work of the Association.

This job description is intended to reflect the main duties and responsibilities of the post and is not an exhaustive list of duties. The post holder may be required to undertake other duties which are commensurate with the role.

Person Specification

Skills, knowledge and experience
At least 3 years’ experience in a governance role.
Proven experience of organising and servicing committee or Board meetings, including accurate minute-taking.
Excellent IT skills and experience with running virtual meetings.
Fast, accurate keyboard skills.
High standard of spoken communication and written communication, with particular emphasis on attention to detail (spelling and grammar).
Experience of proof reading.
Ability to work under pressure and to tight deadlines.
Strong organisational abilities.
Research/report writing ability.
Ability to use own initiative, work proactively and manage own workload.
Ability to work independently, co-operatively and as an effective team member.
Ability to develop and maintain effective relationships with a wide range of people including staff, – Board, members, stakeholders from other organisations and external suppliers.
Ability to maintain confidentiality and discretion at all times.

Experience in a charity or similar membership organisation.
Ability to develop efficient modern office/administrative systems.
Experience of project management.

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