Secretariat Administrator (FTC 12 Month, Full-Time)

3 months ago

Background – About ALT HAN Co:

The Alternative HAN Company (Alt HAN Co) is a not-for-profit company jointly owned by Energy Suppliers.  We were established in 2016 for the sole purpose of finding an industry-wide solution for smart metering in hard-to-reach houses, apartment blocks and commercial premises.  Specifically, where the broadcast signal from a smart meter communications hub is not strong enough to reach the gas meter or smart devices in the home. This problem affects around 2.5% of premises – and if not addressed could leave behind around a million customers in the transition to a smarter, low-carbon energy sector. 

The Role:

This is an excellent opportunity for someone to join the Business Operations team. Your role will be to work within a small team who support the administration, secretariat and regulated engagement with Alt HAN Co’s stakeholders. You will have shared responsibility for operating the processes and services related to Alt HAN Co meetings and office space, document management, governance stakeholder engagement and onboarding of new stakeholders for Alt HAN Co services. You will work closely with the senior Alt HAN Co team to deliver a consistent and professional business service.

There may also be opportunity to have exposure and gain experience working in other areas of the business which may be of interest to you. This is dependent on if workload allows and will need to be negotiated with your manager and others involved.

Alt HAN Co is looking for individuals with some experience of working in a secretariat or business support team. Preferably candidates will have experience in operating in a regulated or technical environment, although this is not essential. The ideal candidate will demonstrate excellent minute-taking skills, have a strong ability to proofread and identify mistakes, and be able to independently manage meeting cycles. This role requires someone who is bright, flexible and has a proactive, can-do attitude.

Job Description:

Reporting to the Secretariat & Office Manager, the Secretariat Administrator will be responsible for:

Supporting Alt HAN Co Governance meetings through:

Independently manage governance meeting cycles, including scheduling, agenda preparation and follow-up actions.

Collation and quality checking of meeting materials

Take accurate and comprehensive minutes during meetings, ensuring timely distribution and approval to meet SLA’s

Proofread and edit documents to ensure accuracy and consistency.

Assist in maintaining document control and management processes.

Provide high-quality administrative support to the team and stakeholders.

Managing membership activities

Providing advice to Chair and members on the Terms of Reference and meeting governance

Ad Hoc activity required to support Alt HAN Co Governance

Delivering stakeholder engagement related to Governance

Responding to queries from colleagues and customers related to governance matters

Reviewing and maintaining working instructions

Maintaining Alt HAN Co’s document management systems

Office and facilities support to include but not limited to:

Ordering office and kitchen supplies

Liaising with the office janitor to ensure everything is working smoothly

Ordering IT peripherals

Managing locker allocation

Support office/company events

Supporting the wider business with office related queries/requests

Contribution to the establishment and development of Alt HAN Co as an employee driven business

Professional Experience, Qualifications, Knowledge and Skills:

The successful candidate will have the previous following knowledge, skills and experience:

Essential:

Proven experience in effective minute-taking.

Experience operating in a professional business environment with various Senior stakeholders.

Excellent communication skills, both written and verbal.

Strong attention to detail and ability to proofread effectively.

High degree of professionalism and a can-do attitude.

Desirable:

Experience of working in small teams, delivering shared services.

Understanding of document control, management processes and best practices.

Understanding of governance structures and processes.

Ability to understand technical concepts and translate information into simple language.

Personal Attributes:

Excellent customer service skills

Time management

High degree of professionalism, confidentiality and a can-do attitude

Strong attention to detail

Resilience, team player, enthusiasm and energy

Proactive and collaborative

The Opportunity:

At Alt HAN Co you will:

Have the chance to work within a fascinating technical development area in the smart energy space and be at the forefront of the climate/green energy challenge.

Work with a group of highly professional and capable people, with a very positive and growing reputation.

Be in a high-profile role that will provide access to a network of other stakeholders, including Energy Suppliers, Government (BEIS) and Energy regulatory bodies (Ofgem). This is a wonderful opportunity to enhance your reputation within the energy community; and

Become part of an ambitious team that seeks to be the provider of choice for BEIS / Energy Suppliers for future associated smart energy initiatives that require collective action.

Receive on the job training and development opportunities.

Alt HAN Co is an equal opportunities employer and are committed to treating all job applicants equally. Alt HAN Co does not discriminate against any employee or job applicant on grounds of (including, but not limited to) their race or colour, nationality, national or ethnic origin, sex, marital status, religion, age, sexual orientation or disability