Operations and Governance Officer - York, United Kingdom - Institute of Physics and Engineering in Medicine

Institute of Physics and Engineering in Medicine

Verified Company

York, United Kingdom

2 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Job Purpose
To support colleagues by organising and maintaining Fairmount House as a safe and pleasant workplace.

To provide support for senior volunteers and trustees and carry out a range of governance and admin tasks.

To provide general support to the office, working at the direction of the Head of Operations & Finance, and to specific areas of the business in times of peak workload.

KEY ACCOUNTABILITIES:

Governance and Volunteer Support
Manage relations with Trustee Board Members and Vice Presidents
Organise Trustee and President's Advisory Committee Meetings, including booking venues, travel and accommodation
Organise Trustee Board and President's Advisory Committee agenda and papers
Maintain CRM records for senior volunteers and trustees
Prepare thank you letters
Organise couriers when required
Maintain the Governance section on the IPEM website
Support the Chief Executive as Secretary to the IPEM and RCT Professional Conduct Committees, maintaining the membership records and organizing meetings
Support the Head of Operations and Finance and Chief Executive in maintaining the Policy and Procedure Manual
Arranging Internal & External Meetings
Arranging and managing refreshments for internal meetings
Setting up meeting rooms and clearing away afterwards.
Receiving visitors, offering refreshments when appropriate
Adding volunteers to MS Teams groups and channels
Facilities

Support colleagues by organizing and maintaining Fairmount House as a safe and pleasant workplace, including (but not limited to):

Ensure post is opened and distributed
Manage office facility contracts (cleaning, gardening, electricians, plumbers)
Carry out weekly fire alarm test and monthly fire inspections
Carrying out inspections in line with IPEM's Health and Safety compliance obligations
Handling any low level or short term repair and maintenance issues in the building
Maintain Stationary and other supplies, e.g. milk, tea, coffee etc.
Act as a point of contact for staff and guests to report problems, damages or shortages
Managing Meeting rooms for internal and external use
Other adhoc duties that make the office a nice place to be
Keeping the building tidy and presentable, managing recycling and storage areas
Manage the franking machine and associated processing
Equipment Library support
Managing Booking System
Checking Insurance Cover
Arranging couriers for equipment loans
Careers Events Materials
Fulfilling requests for Outreach materials.
Arranging couriers/postage
Monitoring return of materials.
General admin and HR
Update personnel records
Draft HR letters
Provide cover and support for administrators e.g answering calls, managing the post
Setting up laptops for meetings (internal and external)
Being a central contact for the office (friendly reliable face in the office) meet and greet staff and visitors
Diary management and support for SMT
Booking travel and accommodation for SMT and other staff as required
Staff and volunteer recruitment
Prizes and Awards Admin