Executive Officer and Company Secretary

Job description

Job responsibilities

WELDMAR HOSPICECARE

JOB DESCRIPTION AND PERSON SPECIFICATION

Job Title Executive Officer and Company Secretary

Location: Inpatient Unit/ Hybrid Working

Hours of work: 37.50

Reports to: Chief Executive

Responsible for:

Job Context

The Executive Officer and Company Secretary will support our CEO with personal assistant duties and occasionally the Chief Operating Officer, executive Directors Group and non-executive Trustee Board and committees. This role is designed to alleviate the Boards day-to-day administrative and operational workload, enabling a greater focus on strategic priorities. The Executive Officer will actively engage in projects, reporting, and business initiatives whilst also acting as Company Secretary, legally accountable for all areas of charity and company compliance and reporting.

Job Purpose

To provide executive support to the Chief Executive, including coordination of senior meetings, management of CEOs office, management of relationships and to support the Chief Operating Officer as required;

To coordinate or manage delegated projects on behalf of the CEO Support to the Board, Directors Group and Risk Appraisal Panel including progress chasing, and other meetings as required;

To act as Company Secretary for Weldmar Hospicecare Ltd and its subsidiaries. As Company Secretary the post holder is legally accountable for all areas of charity and company compliance and reporting;

To provide full support, including diary management, timely circulation of meeting agendas and papers; recording minutes and maintaining records, for the Board of Trustees and non-Clinical Trustee Committees; these are the People; Finance, Investment and Property; Audit and Income Generation;

Support to the Boards Integrated Governance and Nominations Committees;

To manage the insurance portfolio of the charity;

Completion of the annual Quality Account;

Handle highly sensitive information with discretion and professionalism.

Scope and Limits of Authority

• The Executive Officer will be required to familiarise themselves with all areas of the work of the Charity in order to provide a proactive, confidential and influential executive support to the CEO, Directors and Chair of Trustees;
• The Executive Officer will be responsible for the day-to-day coordination and management of senior meetings, project management and senior administration.

Job tasks

Executive Support to CEO and Board

• Management of the CEOs office, including either personally providing or overseeing the provision of senior level PA support;

• Researching and drafting briefing papers or reports on behalf of the CEO and as directed and editing of papers written by senior managers for the Board;

• Preparing presentations on behalf of the CEO and other senior managers, using audio visual aids and power-point, including graphs and analysis and utilising technology wherever appropriate;

• Progress chasing actions arising from Board meetings on behalf of the CEO;

• Liaison with the Chair and Board of Trustees on behalf of the CEO;

• To provide support to Chair and Trustees if required.

Company Secretary

• To ensure that the conduct of Weldmar Hospicecare Ltd and its subsidiaries comply with all relevant requirements of charity and company law and within its own constitution and to support the Chair of Trustees by ensuring the smooth functioning of the Trustee body;

• To ensure that all legal and statutory company requirements are adhered to in a timely manner;

• Providing full support for committees of the Board and the Board, ensuring good governance and legal compliance;

• Maintain accurate and up to date confidential registers of company members and Trustees;

• Manage Annual General and Extra-ordinary Meetings of the Company and its subsidiaries;
• Submitting statutory annual returns and other filings and obligations for Companies House and the Charity Commission.

Executive Support

• Setting up annual calendar of meetings, scheduled to link as appropriate to other meetings and cycles (e.g. Board, Clinical Governance Steering Group, Budgetary and business planning cycles);

• Drafting of agendas in consultation with the CEO, Finance Director, Directors, senior managers and committee chairs and ensuring that participants have prepared the required papers and reports;

• Ensuring that good practice, regulatory and compliance areas are suitably covered and reported (e.g. risk reports, emergency planning), liaising with internal leads as appropriate;

• Compiling reports on complaints and information governance, including data breaches, for committees and groups;

• Maintaining and reporting conflicts of interest registers and the register of gifts and hospitality;

• Coordinating policy reviews and publication (in partnership with the Clinical Administration Manager;

Assisting with recruitment of new Trustees and committee advisers and carrying out their onboarding with Weldmar.

Specialist Administration

• Ensure Trust has a comprehensive portfolio of required insurances and participate in the review and negotiation of annual renewal policies and premiums;

As Trust contact for all insurance issues, liaise with insurance broker as appropriate. Maintain up to date, accurate records and secure files for all Trust-related insurance policies, claims and associated paperwork

Project Coordination and Support

• Undertake delegated projects on behalf of the CEO;

• Any other project as identified by the CEO at any time.

Communications and Relationships

• First point of contact to the CEO, Chair and Board of Trustees, handling all correspondence and calls, prioritising items, undertaking actions personally and drafting responses as appropriate;

• Building and maintaining relationships with a wide range of external contacts on behalf of the CEO;

• Undertaking key liaison, progress chasing, consultative and collaborative working with a wide range of internal contacts, both on behalf of the CEO and executive responsibilities, but also in relation to own delegated areas;

• Playing a key role in external communications, including liaison on behalf of the CEO, building relationships with senior contacts in other organisations.

Person Specification

Experience

Essential

• Experience of administration or secretariat management, ideally within a health sector organisation;
• Some experience of coordinating or contributing to change management;
• Experience of researching, collating and drafting information;
• Ideally some experience of budgets or financial management.

Qualifications

Essential

• Advanced knowledge of administration management;
• Executive Assistant knowledge and skills, including committee secretariat;
• Knowledge of supporting governance and senior management levels within an organisation;
• Excellent knowledge of organisational policies and procedures, ideally within the context of a not-for-profit regulated body;
• Knowledge of the health sector, including regulatory requirements;
• An understanding of the duties of a company secretary;
• IT Literate.

Skills and Abilities

Essential

• Written communication skills in order to draft and edit papers, minute meetings, write briefings and policy;
• Good formal communication skills, including production of committee minutes;
• Understanding of confidentiality and discretion when handling sensitive business matters;
• Strong analytical thinking skills, including ability to research and present findings and options;
• Planning and organising skills, including ability to project manage and coordinate activities across a number of different areas of responsibility and service provision where there will be conflicting demands;
• Ability to use judgement in determining appropriate courses of action, when to act personally and when to refer or involve others;
• Proactive problem-solving ability, with a resourceful and solutions-focused mindset;
• Excellent interpersonal skills, including networking, influencing and persuasion, when acting on behalf of the CEO or undertaking own change projects.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Weldmar Hospicecare

Address

Herringston Road

Dorchester

Dorset

DT1 2SL

Employer's website

https://www.weld-hospice.org.uk/ (Opens in a new tab)