Career Opportunities: Assistant Agency Secretary (5373)Reports to: Agency Secretary (CLO) / Senior Manager Agency Secretariat
Job Family: Corporate Services
Career Zone: Management/Professional Leaders
Job Type: Permanent
**Closing date for applications is Monday 4th November 2024** The Agency Secretariat team plays a key role in the NTMA's overall governance framework. As a member of the Agency Secretariat team, the Assistant Secretary supports the Agency Secretary in providing secretariat services to the NTMA Board and its sub-committees (Audit and Risk Committee, State Claims Agency Advisory Committee, Investment Committee, Future Ireland Funds Investment Committee, and the Remuneration Committee) as well as to a broad range of management committees (such as the Executive Management Team, Future Ireland Funds Oversight Committee, (NDFA) Management Infrastructure Committee, ICT Steering Committee, and ISIF Nominations Committee).
The responsibilities of the Assistant Secretary include supporting Agency and Committee members in the discharge of their functions and in meeting governance requirements, ensuring good information flows between senior management and the Agency and Committees, as well as facilitating induction, mentoring, and assisting with ongoing professional development as required.
Working at the NTMA offers excellent benefits including:
• Flexible work options including hybrid working.
• An extensive wellbeing programme.
• Excellent learning and development opportunities that allow for full career development within the organisation.
• A diverse range of initiatives: LGBT+, Gender Matters, Disability Awareness, Sports & Social, Volunteering, and lots more.
• Reimbursement of annual professional membership fees.
• Career Average Defined Benefit Pension Scheme.
Principal Accountabilities Scheduling and co-ordination of Agency and Committee meetings including preparation of work programmes, meeting papers and agendas, meeting reports, and minutes.Ensuring all Agency Committees are properly constituted and operate under clear terms of reference.Drafting and review of Agency and Committee papers.Advising Agency and Committees on corporate governance related matters including the implementation of the Code of Practice for the Governance of State Bodies (as adapted by the Agency), maintenance of Agency and Committee Governance File and Key Decision Logs/Action Trackers, and drafting and maintenance of Agency Policies and Procedures.In conjunction with Head of Compliance, assisting Agency and Committee members in complying with their Disclosure of Interest obligations.Provision of training and development and induction support to Agency and Committee members.Drafting of Governance Section of NTMA Annual Report, and preparation of Chairperson's Comprehensive Report to the Minister to accompany Annual Report.General liaison with the Department of Finance in relation to, inter alia, submission of Annual Report and Financial Statements to the Minister, formal correspondence in relation to various Board/committee appointments, and the annual review of the Oversight Agreement.Managing Board/Committee annual effectiveness reviews and ensuring that Terms of Reference reflect review findings.Maintenance of governance related sections of corporate website.Managing the provision of Secretariat services to the Executive Management Team including supporting a broad range of management committees.Knowledge/Qualifications: The candidate should hold an honours primary degree or relevant professional qualification. Chartered Governance qualification an advantage.Experience: A minimum of three years relevant experience, working closely with senior management and/or Board members.Previous experience as Secretary an advantage.Experience developing key relationships at Board level and the ability to communicate (verbal and oral) at all levels within the corporate environment.Skills: Excellent verbal and written skills including report writing with the ability to tailor communications to reach targeted audience effectively.Strong understanding/knowledge of relevant legal, statutory, and regulatory requirements.Ability to interact effectively with all levels throughout the NTMA, particularly at Board level.High level of integrity.Strong stakeholder focus, with an excellent ability to engage positively and effectively with individuals at all levels throughout the organisation and to ensure balancing of different stakeholder needs and demands.Ability to work as part of a team and the ability to work collaboratively with others.Exercise discretion in handling confidential and sensitive information.Excellent organisational skills and attention to detail.Experience with Board portal software.
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