Consumer Panel Secretariat Assistant

Salary: £38,434 up to £40,000 pro-rata (dependent upon experience)

Pro-rata Salary: £15,374 up to £16,000 (dependent upon experience)

Contract Type: Permanent, Part-time (2 days per week)

Security Level: BPSS

We are the UK's aviation and aerospace regulator and recognised as a world leader in its field. Our activities are diverse, enabling the aviation industry to meet the highest safety standards, and we pride ourselves on our ability to adapt to the constantly evolving aviation environment.

The Role

This part-time role will provide administrative and organisational support to the Consumer Panel manager/Secretariat to ensure the smooth functioning of Panel activities and governance in accordance with the Panel’s Terms of Reference.

Further information on the Panel’s role and members can be found here: https://www.caa.co.uk/our-work/about-us/caa-consumer-panel/

This is a part time role, equating to 0.4FTE, and we are open to discussion as to how these hours are worked across the working week.

This is a hybrid working role, with office attendance expected to be in the region of 40%, with some flexibility for negotiation subject to the working pattern agreed. There will be a need to attend quarterly Panel meetings in person for 1 full day every quarter.

Core Accountabilities

This role will provide flexible support to the Panel’s Secretariat in areas including:

• Secretariat support: work with the Secretariat to arrange meetings between the Panel Chair and internal and external stakeholders; organise, manage and update the Panel’s internal and external SharePoint sites and update the Panel’s public webpage where needed; check the Panel’s mailbox daily and signpost relevant queries across the CAA; send relevant consumer focused news updates to the Panel; and update log to track progress/impact against the Panel’s work programme and track progress against relevant actions.
• Responding to consultations – arrange Panel sub-group workshops for the Secretariat and colleagues across the CAA to inform the Panel’s response to consultations; and work with communisations team to publish the Panel’s responses on its webpage.
• Quarterly Panel meetings – work with the Secretariat to ensure Panel meetings are planned and managed effectively.
  • Before the meeting – find suitable dates that all Panel members, relevant CAA colleagues (including Chair and CEOs) can make and book rooms; support the Secretariat in arranging suitable speakers to present to the Panel and ensure pre-reading material is of a high-quality standard; help prepare the agenda and pre-reading material.
  • During the meeting - take high-quality formal minutes of Panel meetings in the same style and format as published minutes and note relevant actions.
  • After the meeting – send excerpts of draft minutes to relevant speakers to check factual accuracy and confidentiality; liaise with the communications department to publish on the Panel’s webpage.

• Sub-group workshops - work with the Secretariat to arrange sub-group workshops with CAA colleagues and take an informal note of key points.
• Panel promotion/visibility – an ongoing process, including working with Secretariat to set up the Panel’s intranet page and develop a quarterly bulletin on the Panel’s activities, and working with the Secretariat and Communications department to promote the Panel across the CAA. A strong grasp of key internal and external stakeholders will be needed.
• Engagement and coordination with the Environmental Sustainability Panel Secretariat – arrange periodic meetings between the two Chairs and speak regularly with the Secretariats on joint work between the two Panels.
• Annual report and work programme – support the Secretariat in developing the Panel’s annual report and work programme.

About You

Essential

• Proven experience of working with (or providing Secretariat support) to panels, forums, boards or committees.
• Proven experience in taking high-quality notes/minutes at a senior level, including panel, forum, board or committee meetings.
• Ability to present information clearly, in particular translating technical information into a form that can be digested by a non-expert audience.
• Excellent organisational skills to help run the activities of a panel, forum, board or committee – including organising and maintaining a SharePoint site and online filing systems, and diary management skills.

Desirable

• Strong communication, presentation, and engagement skills with an ability to influence senior internal and external stakeholders. 
• Knowledge of monitoring and tracking delivery and impact of communications activity is preferable but not essential.
• Experience of drafting clear, concise briefing notes for senior stakeholders.
• Knowledge of consumer and/or disability policy issues are desirable.

Additional Information

For many appointments within the CAA, these roles require access to operationally sensitive infrastructure and/or Nationally Protected information. For these roles the post holders must undergo National Security Vetting and achieve the appropriate level of clearance.

To be vetted you must have the right to work in the UK so that meaningful checks can be undertaken.

meaningful checks can be undertaken. For this role this will need to be 5 years.

If you do not meet these requirements, we may not be able to accept your application.

For more information on BPSS clearance please visit - BPSS clearance

The CAA values high ethical standards and personal integrity among employees. If invited for interview you will be asked to complete a declaration of interest.

Inclusive Recruitment 

We are passionate about diversity and ensuring all are included at the CAA. We are an equal opportunity employer and actively encourage applications from candidates of all backgrounds. We use fair and inclusive selection approaches to hire the best person for the job based on merit alone.

As a member of the Disability Confident scheme, applicants who meet the minimum criteria for a role with us will be guaranteed an interview. We use fair and inclusive selection approaches to hire the best person for the job based on merit alone. If you require an adjustment for any reason, please let us know.

Working With Us 

We are on a journey towards being increasingly adaptable, where our colleagues collaborate as part of cross-functional teams. This approach ensures we never stop learning together. It also means that you may become involved in activities that take you out of your day-to-day role, providing you with opportunities to develop and grow your career with us.
 

We have embraced hybrid working and offer flexible working patterns, being open to having a conversation about what works for you. We know where and when we work is important in achieving a work-life balance.

We offer a range of excellent benefits such as flexible working arrangements, free onsite gym at Gatwick, discounted gym membership for London, 28 days annual leave, additional 5 days leave purchase scheme, a generous pension scheme and much more!

Our Values
 

Do The Right Thing, Never Stop Learning, Build Collaborative Relationships, Respect Everyone – For more information please Click Here
 

Closing Date: 15th October 2024

Interview Date: October / November 2024

We reserve the right to close this vacancy early if we receive sufficient applications for the role. Therefore, if you are interested, please submit your application as early as possible.

No recruitment agencies please.