Secretariat Officer

Secretariat Officer, London, Permanent

This is an ideal opportunity for candidates with experience as a Secretariat, Minute Taker, Clerk, Assistant Co-Sec, Company Secretarial Assistant or a Committee Secretary - the suitable candidate will primarily be responsible for providing high quality end-to-end secretariat services to Pay.UK’s wide range of tactical engagement forums. The jobholder will provide guidance and evaluate the agenda and the positioning. They will also capture an accurate summary of content and themes evolving from forums to feed up into senior groups, requiring enhanced minute taking capabilities.

Key Accountabilities

• Work with relevant areas on devising the agendas and content for meetings. The jobholder will need to take account of broader engagement going on in Pay.UK to ensure we appear joined up as an organisation to the outside world.
• Responsible for clearly capturing actions, ensuring these are understood and agreed internally. Capturing actions properly will often require follow-up discussion, analysis and scrutiny.
• Responsible for maintaining the forward agendas working with the SE Secretariat Manager and Senior Stakeholder Engagement Managers on content and themes evolving from forums and meeting minutes.
• Provide holistic knowledge of Pay.UK’s Stakeholder Engagement themes and important issues so that conversations are properly understood, and key points can be drawn out.
• Arrange pre and post meeting sessions with Chair and internal colleagues and support the production, including agenda setting and distribution of forum papers.
• Ensure timely preparation of meeting packs and post meeting outputs all within agreed SLA’s.
• Providing regular relevant meeting data, to support the Secretariat Team Manager to collate analysis of the meetings held.
• Attend forums and ensure attendees are captured correctly, completing registration tracking document.
• Prepare for upcoming forum meetings and deadlines, highlighting priorities, conflicts, or unresolved issues.
• Secondary responsibilities will include shared responsibility for: managing the Stakeholder Engagement mailbox; managing how the Team stores (and makes available) information to internal and external stakeholders, including relevant SharePoint access and registration requirements, making sure documentation is appropriately filed and shared with relevant colleagues, managing meeting invitations, room bookings and refreshments and tracking attendance; supporting the Exchange pages; supporting the maintenance of a robust and reliable stakeholder contact list, including utilising the CRM system when it comes online.

Qualifications, Skills & Experience

• Strong minute taking skills from demonstrable experience is essential.
• The jobholder needs to be highly organised, and able to assist in organising others.
• Proficient in MS Word, intermediate level in MS Power Point and Excel
• Organisational capabilities using – Teams, Outlook, SharePoint
• Stakeholder management experience

At Pay.UK, we value diversity and inclusivity. Research has shown that candidates from underrepresented groups may hesitate to apply unless they meet all the requirements listed. We encourage all qualified candidates to apply, regardless of how closely their skills and experience match the requirements. We are committed to supporting accessibility needs and creating a welcoming environment for all employees. Become part of our team and contribute to the creation of an inclusive work environment that values everyone's unique input.

About Us

Pay.UK maintains and develops the UK retail payment systems and standards that are core to the economy being able to function on a day-to-day basis.

From Bacs to Faster Payments and cheques – we act as the single operator for all UK retail payments. We put the needs of consumers and businesses at the heart of everything we do, working in the public interest to ensure that the systems the country relies on for its banking transactions are safe, open, innovative and resilient.

Our payment systems underpin the services that enable funds to be transferred between people and institutions. In 2023, the UK's retail payment systems processed 11.4 billion transactions worth £9.3 trillion through Bacs Direct Credit, Direct Debit, Faster Payments, and cheques, and our Current Account Switch Service has facilitated over 10.2 million switches since its launch in 2013.

Every day, people and businesses use the services we provide to get their salaries, pay their bills and make online and mobile banking payments. Our vision for the future is to enable a vibrant economy, with Pay.UK delivering the best-in-class payment infrastructure and standards for the benefit of consumers and businesses nationwide.

Benefits & Additional Information

• 12% Non-contributory pension
• Discretionary annual bonus
• 30 days annual leave (excluding bank holidays)
• Private medical insurance, life assurance, income protection, health cash plan, dental insurance, Bupa medicals etc
• Employee assistance programme
• Cycle to Work Scheme
• Season ticket loan
• Annual fitness subsidy of up to £500 per annum
• Working from home policy - minimum 40% in the office (eg. 2 days in the office over a 5 day working week)