Secretariat Coordinator — Document and Meeting Management...

A governance and management structure inside a defence organisation needs a secretariat that works. Policies, doctrine, technical and assurance documents all have to be findable and current; committees and executive meetings have to be organised, minuted and followed up; and the record has to stand up to scrutiny afterwards.

This is that job. It suits someone who is genuinely meticulous, comfortable with senior people, and quietly relentless about actions that have not been closed.

What you would be doing

• Managing and maintaining the information and knowledge portals — content currency, taxonomy, metadata standards, and the lifecycle of articles, guidance and multimedia.
• Providing full document management and control for doctrine, policy, technical, security, assurance and process documents, and for the formal communications that go with them.
• Recording meeting discussions, organising what was captured, and delivering polished draft minutes for the chair to review.
• Providing conference support to significant working group and executive meetings, including the communications with external attendees so they can take part smoothly and securely.
• Running the logistics end to end: agendas built properly, action items tracked, stakeholders kept informed.
• Reporting on what the secretariat has done, and keeping the indicators and executive summaries current.

What you would bring

• Higher vocational training in a relevant discipline with four years of related experience, or a secondary qualification with six years.
• Strong verbal and written communication — you will be dealing with clients, staff and management, often in the same hour.
• Meticulousness: checking documents for errors and being the person who catches them.
• Prior experience of an international environment with both military and civilian elements.
• The composure to handle unexpected issues and shifting priorities without losing the thread.
• The ability to juggle several tasks, prioritise them and meet deadlines.
• Expertise across Word, Excel, PowerPoint, Outlook and SharePoint.
• Awareness of ITIL foundation practice.

Three years or more in a defence or multinational environment is strongly desirable.