Board & Committees Administrator
Grade: 6 (SCP 20 - £32,597 to SCP 22 - £33,699).
Type: Permanent
Responsible to: Head of Governance
Closing Date: 21/04/2026
Job Purpose
We are seeking to appoint an experienced administrator to join our team to provide an effective administration across a number of the company’s key Board and Committee meetings.
The successful candidate will have excellent ICT skills along with experience of working in a similar role, managing committee calendars, paper preparation and distribution. Candidates will need to have excellent communication and organisational skills. It is essential that candidates are able to plan, organise and prioritise their own workload, as well as working independently.
The role will act as the first line of contact for the key Board and Committee meetings, providing high quality support for internal and external stakeholders. The role will offer advice and guidance on all committee management matters.
The role will also assist with day-to-day admin duties within the company’s Executive function and Head Office.
Principal Accountabilities and Responsibilities
- To provide a full administrative support to Board and Committee meetings within the company (e.g. Board of Directors, Finance & Governance Sub-Committee etc.). These meetings may be office based, hybrid or virtual meetings.
- Liaise with the Head of Governance and Chairs of allocated Committees to agree and prepare agendas and ensure proper management of Forward Plans including the timely submission of reports.
- To ensure paper production and distribution is completed within required time scales in line with the company’s internal policies.
- To liaise with the internal DLL staffing team both in connection with arrangements for these committee meetings, and the preparation of draft minutes.
- To take and prepare the minutes of the assigned committee meetings in order to provide an accurate record of decisions. This should be completed in the standard company format, ensuring these are signed off by the Chair of each committee and published in line with company’s internal policies.
- To ensure that reports are received for these committees are in the standard company format and that all sections have been completed correctly.
- To update and maintain appropriate electronic records for committee management, in line with duties.
Any other duties commensurate with the grade and salary of the post:
- To prepare documents and attend meetings within the company.
- To take notes of the proceedings and distributed outcomes to meeting members.
- To share the responsibility of maintaining a central diary of all relevant Board and Committee within the company.
- Contribute to the planning, development and organisation committee administration.
- Organise relevant meetings as required.
- Manage manual and computerised record/information systems.
- Compile and collate complex documents and other meeting based tasks.
- Ability to operate ICT packages (e.g. Word, Excel, databases, spreadsheets, internet).
- Undertake other relevant duties as agreed by Line Manager.
- Ensure confidentiality is maintained at all times.
- Provide a point of contact for Board and Committee members in the absence of the Managing Director or Head of Governance.
Knowledge and Experience
- Experience of general administration and committee meeting support.
- NVQ/QCF Level 3 or 4 in Administration or equivalent or previous relevant experience.
- Ability to work without direct supervision within tight deadlines.
- Ability to record meeting proceedings comprehensively.
- Excellent numeracy/literacy skills.
- Excellent communication and interpersonal skills.
- Effective use of ICT equipment.
- Excellent ICT skills.
- Work constructively as part of a team, understanding roles and responsibilities.
- Ability to self-evaluate learning needs and actively seek learning opportunities.
- Ensure confidentiality, tact and diplomacy are maintained.
- The ability to speak Welsh is desirable.