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Risk Support Officer Full Time

at Ministry of Housing, Communities & Local Government London in London (Published at 11-06-2021)

Risk Sub Committee Secretariat Role:

  • Finalising draft agendas for upcoming meetings
  • Commissioning and chasing papers from divisions
  • Checking received commission to ensure they meet standard for formats
  • Organising pre-meets with CFO by going through drafted agenda, forward look, and action log status
  • Collation and distribution of all papers to RSC members and presenters
  • Taking detailed minutes during the RSC meeting and finalising minutes with input from colleagues
  • Drafting up new agenda/ forward look for upcoming meeting
  • Obtain clearance for minutes and circulate to RSC members as well as ARAC members


ARAC Secretariat Role

Setting Direction

  • Agenda setting – drafting agenda based on forward look & drafting timetable
  • Ownership of Forward Look – ongoing consultation with Finance teams to assure priorities


CRO Secretarial Support

Diary and Email management and assistance in tracking NAO studies as outlined below

NAO Liaison: Having overall responsibility for the entire process of commissioning policy colleagues, tracking their progress, obtaining clearances, and submission of NAO studies.

NAO Studies:

  • Being point of contact for when NAO get in touch with regards to study
  • Finding relevant policy colleagues to help NAO with their study
  • Liaising with policy colleagues for progress updates on studies
  • Dialogue with external stakeholders (NAO) on progress of study
  • Clearing an NAO study with Finance Director and Accounting Officer


NAO Tracker:

  • Preparing briefing for Finance Director on monthly basis
  • Providing verbal update to external stakeholders (NAO) during monthly catch ups of position of trackers


Treasury Minute Responses and Updates:

  • Engaging with policy colleagues to produce Treasury Minutes
  • Engaging with HMT to agree timelines and clearance and being point of contact between the department and HMT on this
  • Be responsible for commission, tracking, obtaining clearance and submitting minutes
.

Person specification and essential criteria (Who are you looking for?) – to help a candidate decide if they should apply * Unlimited word count.

  • Able to set up, maintain and use filing systems (paper and electronic) including use of public folders.
  • Competent with all aspect of meeting preparation and administration including using Microsoft Teams, Zoom or similar meeting organiser. Able to organise meeting location and rooms where applicable as we return to hybrid working in the office.
  • Competent in accurately completing administrative tasks such as submitting expense and invoices for payment.

Essential

  • Good experience as a committee secretary with strong minute taking and attention to detail
  • MS Office Systems: Competent in the use of Excel, advanced in the use of Word, PowerPoint, Outlook and internal systems
  • Understands the importance of complete diary management including preparation and issuing of documentation required by the Chief Risk Officer (CRO) for arranged meetings

Desirable

  • Understanding of the roles and responsibilities of the CRO and the importance of the Risk committees.
  • Understanding of the departmental structures
  • Interest in learning about Risk to help inform the context around their role as committee secretariat


Responsibilities


Oversight of ARAC Meeting admin and logistics

  • Commissioning papers – including responsibility for checking quality and ensuring deadlines are met
  • Working with Finance teams to ensure commissioning is accurate and strategic
  • Admin and logistics for the meeting – ensuring all logistics and admin tasks are completed ahead of the regular meetings
  • Responsibility for action log – follow-up with teams on actions arising and ownership of the ARAC action log
  • Management of members – liaison with Members ahead of meetings on paper content, sensitivities and priorities


Behaviours


We’ll assess you against these behaviours during the selection process:


  • Seeing the Big Picture

  • Managing a Quality Service

Benefits

  • Learning and development tailored to your role
  • An environment with flexible working options
  • A culture encouraging inclusion and diversity
  • A Civil Service pension



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