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Coordinator (Secretarial)

Main purpose of job:Coordination of the Compliance department.Coordinate the meetings of the Co Council, Governance Board, the Audit Committee, Trust Company Ltd and the Pension Scheme Trustee Committee and others as required. To assist in the organisation of the AGM as required. To assist the Head of Compliance in administering insurances for the group. To coordinate the provision of grants via the charities. To provide secretarial and administrative services to the executive staff of the Compliance department operating efficient and effective procedures and support systems, for the benefit of the staff and members. Levels of authority: Coordination of meetings, including collation of and distribution of agendas, minutes and papers. Review and process insurance claims, in particular motor insurance claims, within guidelines and up to a defined limit.Instruct and manage external suppliers of business services; sourcing new and cost effective suppliers as required to deliver events Place orders and authorise individual invoices within agreed budgets. Prioritising of workload to achieve timely administration and services for the Compliance Department and the Secretary of the company. Functional and Managerial responsibilities: To provide administrative support to the Compliance Department: To generate and publish annually a schedule of meetings for the forthcoming year. Although every effort has been made to ensure accuracy neither the co nor the author can accept liability for errors and omissions.Take minutes for meetings as directed To organise and ensure the smooth running of key meetings, including Council, Governance Board, Audit Committee, Staff Pension Trust Co and other companies and charities as required Make travel and accommodation arrangements for meeting attendees Ensure good internal communications with other departments and liaison with members and regional staff. To publish, maintain and update the department's site on Online and Sharepoint. To coordinate the application process and granting of awards by various Charities. To review, Motor Insurance Claims, ensuring claims are processed and settled efficiently and cost-effectively within defined limits. Process insurance claims Collate, review and prepare information required for insurance renewals liaising with other departments as required Answer telephones and deal with queries where possible or locate appropriate colleagues to respond to urgent queries from solicitors or other professional advisers, officeholders and members. Keep up to date sickness and annual leave records for the Compliance department. To maintain a comprehensive filing system for the Compliance Department, including, archiving files, documents, Property Deeds and the maintaining of records. To arrange for the bulk printing and distribution of documents generated by departmental staff. To provide support to the Health and Safety Manager and Corporate Legal Adviser where required.To be responsible for the management of departmental archiving across the coTo manage and update the Compliance databases and information on CRM, including the regular updating of the Handbook, the database of Council and boards, and other distribution lists as required. To gather and collate information relating to elected members of Council ensuring the information is up to date and accurate.To assist in the organisation of key events such as the AGM and National Officeholder Elections. General This job description will develop to meet the needs of the co and any additional duties will be commensurate with the post holder's grade.Whilst we'd love to get back to every applicant, it isn't always possible. So, if you have not heard from us within 5 days, please note that your application has not been successful on this occasion.As an equal opportunities employer, you can be sure that you will be judged on your merits alone.

Job added on 08-07-2014