Corporate Support Officer x 2
Cardiff
Permanent
£25,531 - £29,427
PEM015
Our Client is looking for two Corporate Support Officers to work under the direction of the Corporate Services Manager, the post-holder will be jointly responsible for delivering a dual function:
· To provide a comprehensive executive and administrative Secretariat support to the company
· To provide bilingual corporate services support to the wider organisation.
Duties & Responsibilities
Under the direction of the Corporate Services Manager, the Corporate Support Officer will:
Provide administrative expertise and support to the company, including general administrative tasks, induction of new members, maintenance of register of interests, organisation of annual member reviews and procurement of consultant report writers;
Manage the company inbox, acting as a bilingual point of contact for team members and key stakeholders, ensuring prompt responses to queries and circulating publications and information relevant to work.
Attend and make all practical arrangements for company meetings, including taking meeting notes, distributing papers, booking venues, organising travel and accommodation, facilitating any technical requirements and co-ordinating translation and transcription services, where appropriate.
Coordinate arrangements for all stakeholder engagement sessions
Assist any other department in commissioning and collating data.
Undertake ongoing research to strengthen best practise and ensure good governance.
Assist in the revision and maintenance of arrangements, procedures and systems in relation to the work of the company.
Deliver appropriate record keeping and recording systems including by monitoring budget, logging attendance, daily rates and expense claims.
· Provide comprehensive bilingual administrative support to the company teams and individuals as required, including diary management, taking meeting notes, booking travel and accommodation, arranging external meetings/presentations, monitoring expenses and undertaking research or project work.
Assist in the review, development, communication and reporting of operational and health and safety policies and systems.
Coordinate the company’s general telephone enquiries, email and postal correspondence, responding to or forwarding queries and information as appropriate.
Act as first point of contact for all office administration queries and assist in the maintenance of the office environment, equipment and the procurement of new and existing contracts.
Arrange the translation of company documentation, liaising with colleagues and suppliers and maintaining translation records.
Organise and monitor arrangements for off-site document storage and destruction in line with data protection requirements.
Co-ordinate requirements for office supplies and equipment, including preparing requisitions, purchasing and checking receipt of goods and services.
Undertake annual Workstation and Display Screen Equipment risk assessments and monthly health and safely monitoring ‘walk arounds’, reporting any issues arising and providing advice where appropriate.
· Maintain and develop central information resources
· Ensure compliance with relevant legislation including the Welsh language, Equality and General Data Protection regulations; and
Essential Skills
· Relevant work experience is necessary
· Experience of developing and maintaining administrative processes
· Experience of handling varied enquiries
· Experience of organising and facilitating meetings
· Experience of taking meeting notes
· Strong IT skills, including proficiency in Microsoft Office packages
· Excellent oral and written communication skills
· Very strong organisational skills
· Excellent time management skills with the ability to produce work to meet specific deadlines
· Fluent Welsh speaker and able to work through the medium of Welsh and English