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Office of Rail and Road
,
London, Greater London
Meeting Secretary
Overview
Job Description
Overview We are looking for an organised Meetings Secretary to capture and summarise key industry meetings and provide secretariat management for a variety of committees and their subgroups. You will find yourself initiating, planning, implementing and improving meeting and committee arrangements and providing support to RSSB members, customers and governance groups. Excellent customer service is key to delivering effectively in this role; ensuring customers are supported in a timely, consistent and reliable manner, and demonstrating an attitude and approach to work that supports this. Responsibilities * Act as the first point of contact for the Committees and sub-groups you are responsible for and coordinating arrangements and communications in relation to those groups (virtual and face to face). * Organise meetings including but not limited to: planning meeting dates up to two years in advance, booking meeting rooms, sending invites to members/guests, organising catering, raising purchase orders for external payments. * Draft agendas with both the Chair and Technical Experts; collating documents due to be considered at each Committee or sub-group meeting, to ensure that the Committees' purpose can be fulfilled and discussions are well-informed. * Draft accurate minutes of each meeting in a timely manner; recording attendance, discussions, decisions and actions. * Communicate with a wider network of stakeholders providing updates and answering their queries. * Plan, arrange and maintain records of Committee work, to meet RSSB's objectives for Committee processes. * Build strong working relationships with internal and external stakeholders to ensure their committee work is best supported. * Actively resolve outstanding actions relating to Committee business in between meetings. * Responsible for accurate records of committee membership and elections and alternate representation. * Meet key performance indicators for issuing meeting packs, issuing draft minutes and quality targets for minutes. Qualifications * Minute taking experience and typing speed 40 - 50 wpm * A high level of reading, writing and comprehension of standard English * Previous experience of supporting and organising committees/groups * Proven ability to manage a varied workload and be able to prioritise * Ability to build strong working relationships with multiple and senior stakeholders within and beyond RSSB * Proven experience of excellent customer service.