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Corporate Assurance Team Administrator

3 months ago

Derby, Derby, United Kingdom TotallyPLC Full time

About the Role


As Corporate Assurance Team Administrator, you will ensure the professional operation of the Corporate Assurance function by providing a highly effective liaison and administration service to support the delivery of the team's key aims and objectives.

To also provide administration support to the Director of Communications and Marketing as and when prompted.


We are enjoying our successful year and are currently entering an exciting period as we develop and grow our function to meet a wider and larger base across the Group.

The postholder will work with our corporate assurance & communication teams. They will be responsible for ensuring an efficient and effective corporate administration that focuses on delivering an excellent service.

The role focuses on providing high quality administration support to the assurance team and is based at our central office in Derby.

It may also include some business and project development and travel may be required on occasion.

'Totally seeks to improve healthcare outcomes for all through the delivery of exceptional health and wellbeing services.'

Your Day to Day

  • To proactively manage the corporate assurance administration systems and processes by balancing service pressures and competing priorities, and by anticipating fluctuations in demand.
  • Work closely with the Corporate Assurance team to implement and maintain systems, including (not exhaustive):
  • Effective management of internal and public registers
  • Updating board assurance frameworks, policies and procedures, risk management records, information security & other governance processes and frameworks
  • Providing a liaison support service across Group functions
  • Maintain and collate information on the Corporate Assurance team's activity
  • Acting as the main point of contact for the team
  • Where appropriate, attend meetings as note/minute taker, preparing and promptly issuing agendas and minutes on time, action trackers and undertaking any follow up actions delegated as a result of meetings. Progress the completion of actions prior to the next meeting and ensuring an update against these is prepared and presented for team or group members.
  • Organising meetings or events and assist in the diary management requirements of individuals in connection with portfolio of work.
  • Manage incoming and outgoing electronic and paper correspondence, acknowledging letters and drafting replies where appropriate on behalf of the team in an effective, efficient, and timely manner, using initiative, discretion and sensitivity, upholding confidentiality, as necessary.
  • Type, draft and prepare documents, correspondence, reports, and presentations accurately in line with the business criteria ensuring the company branding integrity is always maintained. This includes producing high quality, original reports/letters from outline information provided by the team and producing a range of documents, to a highly professional standard.
  • Proactively collate materials, research, and analyse background information to assist the team as required, including the preparation of incoming document summaries and draft correspondence. This may involve using the Internet and other sources of information.
  • Responsible for maintaining and updating any files, records, drives/folders, registers, or directories used by the team, including any filing systems, ensuring these are kept accurate and current for reference and audit purposes, avoiding duplication. Become proficient in use of electronic document management systems in use by the company.
  • Ensure there are effective communication links between the Corporate Assurance team and other functions / operational delivery teams and with external bodies as required.
  • Be proactive when dealing with routine and urgent enquiries using initiative and judgement in deciding what information may be given without further advice from the team or other senior managers.
  • To provide general administration support to team members/other functions, including tasks set by the Director / team as and when required.
  • Actively supporting and contributing to the development of key performance indicators for the successful assessment of performance assessments.
  • Proposing changes to own project, service, initiative work, informing policy and making recommendations for more effective delivery.
  • Ensure successful completion of all statutory and mandatory training and on the job learning as required by the role.
  • Support training and induction of new and existing staff.
  • Effectively undertake other duties as assigned or directed by team members or Directors.

Qualification, Experience & Training
***
Essential

  • Knowledge of office / corporate administrative procedures, project management or information analysis.
  • Skills for communication on complex information and administrative matters, requiring developed interpersonal and oral/ written communication skills.
**Desirabl