Position: Company Secretary & Administrator

Location: CCMS Campus, Birmingham

Reports to: Office Manager

Job Opening Date: 20/06 2024

Job Closing Date: 31/07/2024

Salary: £19k to £24k (depending on experience)

Role type: Permanente – full time

Job Purpose: 

The overall aims of the post are to carry our administrative tasks and support the management (both academic and non-academic) to effectively conduct their duties for achieving meaningful outcomes.

Key accountabilities:

The job duties and responsibilities listed below are intended to describe the nature of the role. The duties and responsibilities and the balance between the elements in the role may change or vary over time depending on the specific needs at a specific point in time, or due to changing needs in CCMS.  

Responsibilities: 

• Effective management of complex electronic diaries, always looking up to 12 months ahead and ensuring effective use of the time of the senior team.
• Proactive inbox management, with confidence to make decisions on behalf of the senior team where appropriate.
• Proactive preparation and collation of meeting-related papers, working collaboratively to determine what information might be required in advance of a meeting, articulating clear deadlines for submission and proactively chasing where necessary.
• Production of documents, presentations and briefings in relation to the work undertaken by the senior team, including undertaking desk research and sourcing information from internal and external stakeholders.
• Provision of outstanding customer service at all times, including ensuring that all visitors, both internal and external, are welcomed in an appropriate manner.
• Arranging travel, including booking, transfers, and organisation and planning of itineraries.
• Arranging a variety of events, and organising high profile visits by senior external stakeholders, which will require close liaison with a range of departments.
• Dealing with a wide range of enquiries independently, or exercising judgement to redirect them to senior colleagues or other departments within CCMS.
• Provision of high-quality committee support where necessary, taking minutes and ensuring that any action points are followed up in a timely manner.
• Assisting with specific project work where this is delegated from the senior team.
• Monitoring and processing financial information in accordance with the CCMS policies.
• Provision of flexible cover for colleagues in the management as necessary.
• The post holder is required to be flexible in developing their role and will from time to time be required to undertake any other duties commensurate with the grading of the post.

The post holder must respect the confidentiality of data stored electronically and by other means in line with the Data Protection Act 1998.

Note: The above list is not exclusive or exhaustive and the post holder will be required to undertake such duties as may reasonably be expected within the scope and grading of the post. This job description will be regularly reviewed and at least prior to the annual appraisal.