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Business Services Coordinator
5 months ago
**Job description**
The purpose of the role is to promote, support and deliver Category Group Meetings with external stakeholders, working in partnership with colleagues to ensure the Category Group Structure contributes to the delivery of the company strategic objectives particularly, to “Deliver Outstanding Customer Service for our Members”. Also to provide support to the Managing Director and Deputy Director to coordinate meetings and relevant meeting reports and other work as required.
**Main duties and responsibilities**
**Category Group Meeting Coordination**
- Coordinate the NWUPC Ltd Category Group process, ensuring the Category Group structure continues to support and contribute to the company strategic objectives. Ensuring that all members have appropriate representation on the groups.
- Plan and disseminate the meeting schedule and diarise all meetings. Coordinate all responses to the meeting invitations to maximise attendance.
- Manage the meeting administrative process in accordance with the project plan to ensure that all timescales are met.
- Provide support and assistance to the Category Group Chair and NWUPC Category Manager to develop the individual Category Group, including planning and agreeing agendas and organising requested presenters and guests.
- Work with internal and external stakeholders to compile all documents required for meetings, including agendas and internal reports, and ensure distribution of these to the Category Group in advance in accordance with the timescales of the project plan.
- Liaise with venues and all stakeholders to arrange in person meetings including catering and parking facilities. Communicate with attendees and venue to ensure all dietary and accessibility requirements are met.
- Attend all NWUPC Category Group meetings and other relevant Member Meetings to ensure that Terms of Reference are followed and to take formal electronic minutes during meetings.
- Produce minutes in electronic format for distribution to the appropriate people/bodies in accordance with the timescales project plan.
- Complete accurate registers and records of meeting attendees and authorities and report on member activity in relevant publications.
**Category Group Member Support**
- Work with the Deputy Director to develop and continuously review Category Group procedures and documentation as necessary to ensure the optimum performance of Category Groups.
- Work with the Deputy Director to develop and manage the Category Group Member support programme, including induction of new members, Chair and Deputy Chair programme and other support/training programmes as necessary.
**Category Group Data and Reporting**
- Support Chairs and Deputies and Category Managers to produce Category Group information for annual reporting and documents.
- Ensure all documents and records are filed electronically in the central file directories.
**Business Related Meetings and Reporting**
- To work with the Managing Director to coordinate NWUPC Board meetings, Committee meetings and other strategic and confidential meetings, including scheduling, issue of agenda packs and minute taking.
- Work with the Managing Director and Deputy Director to coordinate national and regional meetings including scheduling, coordination of reports and documents, issue of agenda packs organising venues and speakers where appropriate and minute taking and distribution.
- NVQ Diploma in Business Administration Level 4 or equivalent.
- Significant experience of business administration including the organisation of meetings.
- Experience of working in a business to business customer service environment.
- Experience of formal minute taking and report writing for Board level meetings.
- Formal minute taking and report writing skills.
- Effective stakeholder management (internal and external).
- Ability to deliver excellent customer service.
- Ability to prioritise own and other work.
- Excellent interpersonal skills
- Ability to develop and maintain relationships with internal and external stakeholders.
- Excellent communication skills - written and oral.
- Excellent organisational and time management skills.
- Good listening skills and assertiveness.
- Prepared to undertake travel around the UK and work flexible hours as required.
- Secretarial/minute taking qualification would be an advantage.
- Experience of working with management in a supporting role.
- Experience of working in public sector.
**Location**: Hybrid agile home / office working with multiple sites. Required to travel into the office (based at the University of Salford), at least once a week or as the role requires.
**Hours**:Full time - 35 hours per week
**Salary**:£27,500
**Benefits**:
- 25 days annual leave increasing to 30 days after 12 months plus bank holidays
- Additional closure days at Christmas
- Compressed working hours available including 9, 9.5 or 10 day fortnight
- Flexible working policy
- Hybrid working
- Pension scheme
- Bonus sc
